Automate placements, collections & compliance for your agency

Workmaster helps recruitment agencies enforce signed TOBs, cut DSO, speed shortlisting, track government cases, and recover billable hours—all in one automated app.

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Why recruitment agencies run on Workmaster

Enforce signed terms of business and guarantee terms to stop revenue leaks
Cut DSO 20–40 days with a disciplined AI reminder and promise-tracking ladder
Collapse time-to-shortlist from days to hours with AI CV parsing and pre-screening
Track every government application with checklists, status logs, and fee reconciliation
Recover 10–30% of lost billable hours with AI-suggested timesheet entries

What the AI automates

Client Job Order and Placement Management

Placement fees (typically 8-25% of annual salary) are only defensible when the signed labour authority-compliant terms of business, feedback SLAs, and guarantee-period terms are enforced systematically; unsigned TOBs and untracked guarantees are the two biggest revenue leaks in the region recruitment. Automated feedback chasing also halves time-to-placement, the metric clients switch agencies over.

AI structures job orders from unstructured WhatsApp/email messages and refuses to let searches start without a signed TOB — the control that protects fee collectability. Client feedback SLA chasing is fully automated with escalation to the Account Manager, attacking the biggest cycle-time killer (silent clients). Interview scheduling, reminders, and structured feedback capture run through the AI Coordination Agent end to end. Guarantee-period monitoring runs as a background wait state with automatic check-ins, so replacement/refund liabilities never surprise finance. Human-only: shortlist quality judgment, offer negotiation, and the replacement-vs-refund remedy decision.

Receivables Follow-Up & Dunning

the region SMEs routinely carry 60–120 days of receivables because chasing is awkward and inconsistent; a disciplined AI reminder ladder with promise tracking typically cuts DSO by 20–40 days — often the difference between needing an overdraft and not. Every collected units of the org currency here is pure cash flow.

The three-stage ladder (gentle/firm/final) with dual-channel delivery runs entirely unattended, with tone and language (the client's language) matched to the client — consistent pressure without souring relationships. Promise-to-pay capture is conversational: AI recognizes "I'll transfer Thursday" in chat, confirms it in writing, and re-escalates automatically when broken — the behavior most manual AR teams never sustain. Payment detection against the ledger auto-closes cases and stops embarrassing chase-after-payment messages. Disputes instantly pause dunning and route to a human; write-offs, settlements, and legal referral are strictly Owner decisions with logged approval. Case metrics (days-to-collect, touches per units of the org currency, broken-promise rates by client) build a credit-risk view that feeds credit-hold flags back into SHR-08.

Contract Generation & E-Signature

Unsigned or hand-edited contracts are the root cause of most SME fee disputes and unenforceable terms; template-driven generation with deviation flagging and signature chasing cuts contract turnaround from days to hours and ensures renewal/notice dates are never silently missed.

AI merges captured deal data into the template and blocks sending while any placeholder is unresolved — no more contracts with "[CLIENT NAME]" going out. Deviation detection against the clause library means Legal reviews only what actually changed, not every routine contract; clean standard contracts flow straight to approval. Redline handling is AI-assisted: client comments are parsed into a discrete change list, and the material-vs-cosmetic split determines whether full re-approval is needed. Signature chasing (+2d/+5d/+10d, then expiry) runs unattended; the Deal Owner is engaged only for the personal-call escalation and negotiation itself. Post-execution, key dates (expiry, renewal window, notice period, payment milestones) are extracted automatically to the calendar and SHR-19 — the silent-auto-renewal trap is eliminated. Approval of deviations and all commercial concessions remain human.

Candidate Sourcing & Screening

Collapses time-to-shortlist from days to hours by having AI parse, dedupe, score, and pre-screen every inbound CV, so recruiters spend time only on interview-ready candidates. For quota-driven hiring, faster national-candidate pipelines directly avoid labour authority/labour authority contribution charges and fines.

AI parses and scores 100% of inbound CVs regardless of volume, so a WhatsApp flood of applicants becomes a ranked list instead of an unread pile; deduplication prevents double-submitting the same candidate to a client. The AI pre-screen chat filters out salary/visa/notice mismatches before a human spends a minute — the single biggest recruiter time-saver. Knock-out regrets, interview scheduling, reminder chasing, and feedback chasing are fully automated with polite, on-brand messaging. Visa/National ID transferability capture is structured, not free-text, so the region-specific placement blockers surface at screening rather than at offer stage. Humans keep all judgment gates: shortlist approval, interview assessment, offer decision, and negotiation strategy.

Government Application Submission & Tracking

Every government transaction (visa, permit, attestation, NOC) becomes a tracked case with a checklist, status log, and fee reconciliation — eliminating lost applications, surprise rejections from missing documents, and margin leakage where government fees paid on behalf of clients are never billed back. Rejection-remediation loops cut resubmission turnaround from weeks to days.

The per-authority requirement library lets AI generate an exact checklist for each transaction type — the institutional knowledge that normally lives in one senior PRO's head becomes reusable and updatable. AI QA cross-checks typed application data against OCR-extracted passport/National ID data before submission, killing the name-spelling and digit-swap errors behind most rejections. Status polling and proactive client WhatsApp updates remove the "any news on my visa?" call volume entirely; humans only touch stuck cases the AI escalates. Deficiency analysis maps each rejection to a known-cause library and pre-writes the remediation task; appeal-vs-close decisions stay with the Operations Manager. Per-transaction fee reconciliation (government cost vs client collection) is automated, protecting margin that typing centers and PRO firms routinely lose to untracked disbursements.

Timesheet & Billable Hours Capture

Unrecorded time is the largest silent loss in professional services — hours worked but never logged are typically 10–30% of capacity. AI-suggested entries from calendars and chat logs plus daily completeness nudges recover that time, and a disciplined WIP review converts it into invoices instead of write-offs.

AI drafts entries from calendars, chat logs, and document sessions, so the fee earner's job becomes confirm-and-correct rather than reconstruct-Friday-from-memory — the root cause of lost hours. Daily completeness nudges arrive with the evidence ("you had a 2h client call at 10:00 with no entry"), which converts a nag into a one-tap fix. AI anomaly flags (duplicates, improbable days, vague narratives) pre-screen the timesheet so supervisor approval takes minutes, not an evening. WIP aging, fee-cap proximity, and rate-gap detection are automated; the bill/carry/write-off judgment and above-threshold write-off approvals stay firmly human. Narrative polishing by AI produces client-defensible invoice backup — reducing fee disputes without inflating the hours themselves.

recruitment agency software · placement fee tracking · receivables dunning automation · contract e-signature · candidate sourcing screening · visa permit tracking · timesheet billable hours · reduce DSO recruitment