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The best tools to manage your recruitment business (2024)

There are many things to do to build and ru your recruitment business, these are the tools you can't do without.

July 26, 2021
Yuma Heymans
January 5, 2024
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Efficiently managing a recruitment business requires proficiency in handling multiple tasks, ranging from building strong client relationships to effectively managing finances and adapting to the evolving landscape of remote employment.

The modern recruitment landscape demands recruiters to leverage technology in order to automate time-consuming tasks, optimize candidate sourcing and tracking, facilitate seamless communication with clients, and ultimately drive business growth. The invaluable power of recruitment management tools cannot be overstated, as they equip recruiters with the means to achieve newfound levels of efficiency, productivity, and success.

These are the best tools to manage your recruitment business:

A. Customer Management Tools

1. HubSpot

HubSpot is a comprehensive customer relationship management (CRM) platform that offers a wide array of features designed to streamline and enhance customer management for businesses, including the recruitment industry. It serves as a centralized hub for managing client interactions, tracking leads, and nurturing relationships throughout the entire customer lifecycle.G2 Rating: 4.4/5

Business suitability: Small, mid-market, and enterprise

Pricing & Free Trial: Offers a free tool. Payment plans start at $50/month to $5,000/month for enterprises.

Key Feature: Marketing automation.

Why it is great for recruiters:

Centralized Client Information 

HubSpot provides a unified platform where recruiters can store and manage client data, including contact information, communication history, and notes. This centralized database ensures that all client interactions are easily accessible and allows recruiters to personalize their communication based on individual client preferences.

Efficient Lead Management

With HubSpot, recruiters can track and manage leads seamlessly. The platform enables recruiters to capture candidate and client information, track their progress, and automate follow-up tasks. This streamlines the recruitment process, ensuring that no potential candidates fall through the cracks.

Email Automation

HubSpot's email automation features empower recruiters to create personalized email templates, schedule automated follow-ups, and nurture customer relationships at scale. Recruiters can leverage email workflows to engage with candidates throughout the recruitment journey, providing timely updates to both candidates and employers and strengthening the connection with candidates and clients alike.

Integration Capabilities

HubSpot integrates with various third-party tools, such as job boards, social media platforms, and applicant tracking systems (ATS). This integration allows recruiters to seamlessly connect their recruitment workflow and leverage HubSpot's CRM capabilities alongside other essential recruitment tools.

2. Pipedrive

Pipedrive is a robust customer relationship management (CRM) tool designed to help recruitment businesses manage and track their customer interactions, leads, and sales pipelines. With its intuitive interface and powerful features, Pipedrive empowers recruiters to efficiently organize and nurture customer relationships.G2 Rating: 4.2/5

Business suitability: Small, mid-market, and enterprise

Pricing & Free Trial: Offers a 14 day free trial. Prices start at $49.90/user/month, billed annually.

Key Feature: Visual sales pipeline.

Why it is great for recruiters:

Deal and Pipeline Management

Recruiters can effectively manage their customer pipelines using Pipedrive. The platform enables recruiters to track customer progress, set reminders for follow-ups, and gain valuable insights into important metrics. This streamlines certain processes, and helps recruiters stay on top of their tasks while ensuring timely engagement with clients.

Email Integration and Tracking

Pipedrive seamlessly integrates with email platforms, allowing recruiters to sync their communication and track email interactions with clients. This feature aids in organization and provides valuable context during conversations, enabling more personalized and effective communication.

Customizable Workflow Automation

Pipedrive empowers recruiters to automate repetitive tasks, such as sending follow-up emails or updating customer statuses, through customizable workflows. This automation saves time, reduces manual effort, and ensures consistent communication with clients.

Mobile Accessibility

Pipedrive's mobile app enables recruiters to manage customer relationships on the go. Recruiters can access client information, update deal statuses, and stay connected even when they are away from their desks. This mobility enhances productivity and responsiveness.

3. Salesforce

Salesforce is a renowned CRM platform known for its comprehensive suite of customer management solutions. It offers a wide range of features and integrations to effectively track customer data, manage leads, and streamline sales activities. As a CRM tool, Salesforce excels in providing a holistic view of customer interactions, empowering recruiters to build strong relationships and drive business growth.Website: www.salesforce.com

G2 Rating: 4.3/5

Business suitability: Small, mid-market, and enterprise

Pricing & Free Trial: Offers a free trial. It has customizable pricing plans.

Key Feature: Customization and Extensibility

Why it is great for recruiters:

360-Degree View of Candidates and Clients 

Salesforce provides a comprehensive view of candidate and client data, allowing recruiters to track interactions, manage relationships, and gain valuable insights into their client pipelines. This holistic view enables recruiters to make informed decisions and build strong, personalized relationships with candidates and clients.

Advanced Reporting and Analytics

Salesforce offers robust reporting and analytics capabilities, empowering recruiters to measure and analyze recruitment metrics, track performance, and identify areas for improvement. This data-driven approach enables recruiters to optimize their recruitment strategies, make data-backed decisions, and drive better outcomes.

Integration Ecosystem

Salesforce's vast ecosystem of integrations and apps allows recruiters to connect their CRM with other essential recruitment tools, such as applicant tracking systems (ATS), job boards, and email marketing platforms. This integration capability creates a unified recruitment ecosystem, improving efficiency, and enhancing the overall experience between recruiters and their customers.

B. Financial Administration Tools

In addition to efficient customer management, successful recruitment businesses must also prioritize effective financial administration. From tracking expenses and invoicing clients to managing payroll and generating financial reports, recruitment businesses require robust tools to streamline their financial processes. 

In this section, we will explore a selection of financial administration tools specifically designed to support recruitment businesses in maintaining financial transparency, streamlining processes, and making informed financial decisions.

4. FreshBooks

FreshBooks is a comprehensive cloud-based accounting software designed to simplify financial administration tasks for recruitment businesses. It offers a range of features and functionalities that enable recruiters to efficiently manage their finances, track expenses, generate professional invoices, and gain valuable insights into their financial performance.

G2 Rating: 4.5/5

Business suitability: Small, mid-market, and enterprise.

Pricing & Free Trial: Offers a free trial. Prices start at 22 CAD

Key Feature: Time tracking, invoicing, and accounting.

Why it is great for recruiters:

Efficient Expense Tracking

FreshBooks allows recruiters to effortlessly track and categorize their expenses, ensuring that they have a clear understanding of their financial outflows. This feature is particularly useful for recruiters who need to manage candidate-related expenses, such as travel costs, accommodations, and other reimbursable expenses.

Streamlined Invoicing

FreshBooks' intuitive invoicing capabilities enable recruiters to create professional-looking invoices, customize templates, and automate recurring invoices. Recruiters can easily bill clients for recruitment services provided, saving time and ensuring a consistent and professional invoicing process.

Financial Reporting and Insights

FreshBooks provides powerful reporting tools that offer valuable insights into the financial health of a recruitment business. Recruiters can generate reports on revenue, expenses, profit margins, and more, allowing them to make informed financial decisions and assess the overall performance of their business.

5. Payhawk

Payhawk offers a powerful solution for recruitment businesses to streamline their financial administration processes. Payhawk is a comprehensive expense management platform that combines expense tracking, corporate cards, and automated accounting in one integrated system. With its user-friendly interface and robust features, Payhawk simplifies expense management, enhances financial transparency, and enables recruiters to make informed financial decisions.

G2 Rating: 4.5/5

Business suitability: mid-market and enterprise

Pricing & Free Trial: No free trial. Prices start at 199 euros/month

Key Feature: Automated expense management.

Why it is great for recruiters:

Streamlined Expense Tracking 

Payhawk's intuitive platform allows recruiters to easily track and categorize expenses in real-time. Recruiters can capture receipts, add expense details, assign expense categories, and monitor spending with ease. This feature is particularly beneficial for recruiters managing a high volume of candidate-related expenses, such as travel, accommodation, and interview costs.

Corporate Card Integration

Payhawk seamlessly integrates with corporate cards, enabling recruiters to centralize expense tracking and manage employee spending. By issuing corporate cards to recruiters and employees, recruiters can track expenses in real-time, set spending limits, and ensure compliance with expense policies. This integration streamlines expense management, improves transparency, and enhances control over company spending.

Automated Expense Reporting

Payhawk automates the generation of expense reports, eliminating the need for manual compilation and reducing administrative burdens. Recruiters can easily create expense reports, customize report templates, and export them for further analysis or reimbursement. This automation saves time, enhances accuracy, and enables recruiters to focus on core recruitment activities.

6. QuickBooks Online

QuickBooks Online is a prominent contender. With its robust features and user-friendly interface, QuickBooks Online offers a comprehensive solution for managing finances, tracking expenses, invoicing clients, payroll, and generating financial reports. As an alternative to both FreshBooks and Payhawk, QuickBooks Online is well-regarded for its extensive capabilities and suitability for recruitment businesses.

G2 Rating: 4.0/5

Business suitability: Small, mid-market, and enterprise

Pricing and Free Trial: Free trial for 30 days. Prices start at $30/month up to $200/month

Key Feature: Reports and analytics

Why it is great for recruiters:

Expense Tracking and Invoicing

QuickBooks Online allows recruiters to easily track expenses, categorize them, and generate professional invoices for clients. Recruiters can effortlessly capture and categorize candidate-related expenses, ensuring accurate expense tracking and billing. The invoicing feature enables recruiters to create customized invoices, track payment statuses, and streamline the billing process.

Integration Capabilities

QuickBooks Online offers seamless integrations with a wide range of third-party apps and tools, such as payroll systems, time tracking software, and customer relationship management (CRM) platforms. This integration capability allows recruiters to centralize their financial data, automate data entry, and enhance overall efficiency.

Payroll Management: 

QuickBooks Online provides comprehensive payroll management features, allowing recruiters to easily process payroll, calculate taxes, and generate pay stubs for employees. This functionality streamlines the payroll process, ensuring accurate and timely payment for recruitment staff.

C. Remote Employment and Payroll Tools

With the rise of remote work and distributed teams, recruitment businesses need effective tools to manage their remote workforce efficiently. Remote employment and payroll tools provide comprehensive solutions for recruitment businesses to streamline remote hiring, onboarding, time tracking, payroll management, and compliance. In this section, we will explore a selection of remote employment and payroll tools that enable recruiters to effectively manage their remote teams, ensure accurate payroll processing, and maintain compliance with employment regulations.

7. Multiplier

Multiplier is a robust remote employment and payroll tool designed to simplify workforce management for recruitment businesses. It offers a comprehensive suite of features that streamline remote hiring, onboarding, time tracking, payroll management, and compliance. With its user-friendly interface and powerful functionality, Multiplier empowers recruiters to efficiently manage their remote workforce and ensure accurate payroll processing while maintaining compliance with employment regulations.

G2 Rating: 4.7/5

Business suitability: Start-ups and enterprise

Pricing & Free Trial: Offers free trial with no credit card required. Prices start at $20/month up to $300/month onwards.

Key Feature: Payroll and compliance for global teams.

Why it is great for recruiters:

Streamlined Remote Onboarding

Multiplier provides recruiters with a streamlined onboarding process for remote employees. Recruiters can efficiently manage the necessary paperwork, collect employee information, and facilitate the completion of onboarding tasks digitally. This feature saves time and effort while ensuring a smooth and organized onboarding experience for new hires.

Centralized Time Tracking 

Multiplier offers robust time tracking capabilities, allowing recruiters to accurately monitor the hours worked by remote employees. Recruiters can track billable hours, monitor project progress, and generate detailed reports for client invoicing or internal analysis. This centralized time tracking feature ensures transparency, accountability, and accurate payroll calculations.

Seamless Payroll Management

Multiplier simplifies payroll processing for recruiters by automating calculations, tax deductions, and direct deposit payments. Recruiters can easily review and approve payroll before processing, ensuring accuracy and timely payment to remote employees. This feature eliminates manual errors, reduces administrative burdens, and ensures compliance with payroll regulations.

Compliance and Reporting

Multiplier helps recruiters stay compliant with employment laws and tax regulations by automating tax calculations, generating tax forms, and providing detailed reports. Recruiters can easily access employee data, track changes, and generate comprehensive reports for audits or compliance purposes. This feature ensures recruiters maintain compliance with remote workforce-related regulations specific to their recruitment business.

8. Deel

Deel is a powerful remote employment and payroll tool that simplifies workforce management for recruitment businesses. It offers a comprehensive suite of features designed to streamline remote hiring, onboarding, contract management, payroll processing, and compliance. As an alternative to Multiplier, Deel provides recruiters with an efficient and centralized platform to manage their remote workforce while ensuring accurate payroll calculations and adherence to employment regulations.

G2 Rating: 4.8/5

Business suitability: Small, medium, and large enterprises

Pricing & Free Trial: Starts at $49. You can also start it for free.

Key Feature: Secure international payments.

Why it is great for recruiters:

Efficient Contract Management

Deel simplifies contract management by providing recruiters with templates and tools to create, review, and sign contracts digitally. Recruiters can generate customized contracts, define payment terms, and ensure compliance with employment regulations. This feature streamlines the contract process, saving time and effort for recruiters while ensuring clarity and transparency.

Easy Remote Onboarding

Deel offers a seamless onboarding experience for remote employees. Recruiters can guide new hires through the onboarding process, providing access to necessary documents, setting up payment details, and facilitating the completion of required tasks. This feature ensures smooth onboarding for remote employees, allowing recruiters to establish a strong employer-employee relationship from the start.

Automated Payroll Processing

Deel simplifies payroll processing for recruiters by automating calculations, tax deductions, and payment distributions. Recruiters can easily review and approve payroll, ensuring accurate and timely payments to remote employees. This feature reduces administrative burdens, eliminates manual errors, and ensures compliance with payroll regulations.

Compliance and Risk Mitigation

Deel helps recruiters maintain compliance with employment regulations and mitigate legal risks associated with remote employment. The platform provides guidance on local labor laws, tax requirements, and contractor classifications, reducing the risk of non-compliance. Recruiters can confidently navigate the legal complexities of remote employment, ensuring adherence to relevant regulations.

9. Remote.com

Remote is a cloud-based platform that empowers recruiters to effectively manage their remote employees throughout the employment lifecycle. It serves as a centralized hub for remote hiring, employee onboarding, contract management, time tracking, payroll processing, and compliance management. With its intuitive interface and comprehensive features, Remote.com equips recruiters with the necessary tools to navigate the complexities of managing a remote workforce.

G2 Rating: 4.5/5

Business suitability: SMB, mid-market, and enterprise

Pricing & Free Trial: No free trial. Prices start at $29/contractor per month, and $599/employee per month. Billed annually. Or, $699/employee per month

Key Feature: Automated global payroll with various currencies.

Why it is great for recruiters:

Efficient Remote Hiring Process

Remote.com streamlines the remote hiring process for recruiters. From posting job listings and managing applications to conducting interviews and making job offers, recruiters can efficiently handle the entire hiring workflow within the platform. This feature simplifies the recruitment process, saves time, and allows recruiters to build a strong remote workforce.

Comprehensive Contract Management

Remote.com offers recruiters a centralized platform for contract management. Recruiters can create, customize, and store employment contracts digitally, ensuring accurate and legally compliant documentation. This feature simplifies the contract management process, eliminates paperwork, and enhances efficiency for recruiters managing remote employees.

Accurate Time Tracking and Payroll Processing

Remote.com provides robust time tracking features, enabling recruiters to accurately monitor and record remote employees' working hours. The platform seamlessly integrates with payroll processing, automating calculations and ensuring accurate payments. Recruiters can easily review and approve payroll, enhancing accuracy, efficiency, and transparency in payroll management.

Compliance and Security

Remote.com prioritizes compliance with employment regulations and data security. The platform offers tools to help recruiters navigate legal requirements and ensure compliance with remote employment regulations. Additionally, Remote.com implements robust security measures to protect sensitive employee data, ensuring confidentiality and peace of mind for recruiters.

D. Applicant Tracking System (ATS) Tools

Applicant Tracking System (ATS) tools have become indispensable for modern recruitment businesses. These tools offer a centralized platform to streamline and automate the hiring process, from job posting and candidate sourcing to resume screening, interview management, and applicant tracking. ATS tools enhance efficiency, collaboration, and candidate management, enabling recruiters to effectively manage a large volume of applicants and make informed hiring decisions. In this section, we will explore a selection of ATS tools that cater specifically to the needs of recruitment businesses.

10. Teamtailor

Teamtailor is a powerful Applicant Tracking System (ATS) tool designed to streamline the recruitment process for businesses. It offers a comprehensive range of features that enable recruiters to efficiently manage job postings, candidate sourcing, resume screening, interview scheduling, and applicant tracking. With its intuitive interface and advanced functionalities, Teamtailor empowers recruiters to effectively manage their hiring pipeline and make informed decisions throughout the recruitment journey.

G2 Rating: 4.7/5

Business suitability: Small, medium, and enterprise.

Pricing & Free Trial: Offers a free trial with a pricing model that adapts to the size of your company.

Key Feature: Employer branding, candidate experience, and recruitment. Has a mobile app.

Why it is great for recruiters:

Efficient Candidate Management

Teamtailor offers recruiters a comprehensive suite of tools to manage the entire candidate lifecycle. From automated resume screening and interview scheduling to candidate communication and assessment tracking, recruiters can efficiently manage a large volume of applicants. This streamlines the recruitment process, allowing recruiters to focus on identifying the best-fit candidates for their clients.

Collaborative Hiring

Teamtailor facilitates collaborative hiring by providing a centralized platform for recruiters and hiring teams to work together. Recruiters can easily collaborate with hiring managers, share candidate profiles, and gather feedback within the platform. This fosters better collaboration, improves communication, and speeds up the decision-making process, leading to faster and more effective hiring.

Data-Driven Insights

Teamtailor offers recruiters powerful analytics and reporting functionalities. Recruiters can gain valuable insights into their recruitment efforts, track key metrics, and identify areas for improvement. By analyzing data on candidate sourcing, time-to-fill, and conversion rates, recruiters can make data-driven decisions, optimize their recruitment strategies, and improve overall hiring efficiency.

Integration Capabilities

Teamtailor integrates with other essential recruitment tools and platforms, such as job boards, HRIS systems, and background check providers. This seamless integration eliminates the need for manual data entry, reduces administrative tasks, and improves overall workflow efficiency for recruiters.

11. Recruitee

Recruitee is an all-in-one recruitment software that simplifies the hiring process for recruiters. As an alternative to Teamtailor, it offers a range of features designed to streamline recruitment tasks, enhance collaboration, and improve candidate management. With Recruitee, recruiters can efficiently manage the end-to-end recruitment process, from attracting candidates to making successful hires.

G2 Rating: 4.5/5

Business suitability: Startups, mid markets, and enterprises.

Pricing & Free Trial: Has a free trial with no credit card required. Prices start at $269/month. They also offer customizable options.

Key Feature: ATS and collaborative recruitment

Why it is great for recruiters:

Efficient Candidate Management

Recruitee provides recruiters with a comprehensive set of tools to manage the entire candidate lifecycle. From creating and posting job vacancies to candidate sourcing, resume screening, and interview scheduling, Recruitee simplifies the recruitment process. Recruiters can efficiently manage and track candidates, ensuring a smooth and organized hiring workflow.

Seamless Collaboration

With Recruitee, recruiters can collaborate seamlessly with hiring managers and other team members. The platform enables easy sharing of candidate profiles, communication, and feedback exchange. This fosters effective teamwork, improves collaboration, and facilitates faster decision-making, resulting in more efficient and successful hires.

Employer Branding and Candidate Experience

Recruitee offers branding tools that allow recruiters to create visually appealing job listings, branded career sites, and personalized communication with candidates. This feature helps recruiters showcase their employer brand and deliver a positive candidate experience, attracting top talent and enhancing their reputation as an employer of choice.

Data-Driven Insights

Recruitee provides recruiters with analytics and reporting functionalities to gain valuable insights into their recruitment efforts. Recruiters can track key metrics, such as time-to-fill, source of hire, and applicant conversion rates. These insights enable recruiters to measure the effectiveness of their recruitment strategies, identify areas for improvement, and make data-driven decisions to optimize their hiring process.

12. Breezy HR

Breezy HR is an all-in-one recruitment software designed to make hiring a breeze. It offers a range of features to automate and optimize the recruitment workflow, from job posting and candidate screening to interview scheduling and applicant tracking. With Breezy HR, recruiters can save time, improve collaboration, and make data-driven hiring decisions.

G2 Rating: 4.4/5

Business suitability: Small, mid-market, and enterprise.

Pricing & Free Trial: There is a free plan. There is also a free 14 day trial with prices starting at $189/month to $529/month. When you purchase annual plans, breezy HR gives you 2 months free.

Key Feature: Collaboration and integration.

Why it is great for recruiters:

Efficient Candidate Management 

Breezy HR offers a comprehensive suite of tools for managing candidates throughout the hiring process. Recruiters can easily post job vacancies, track applicants, and streamline candidate evaluation. The platform simplifies candidate management, allowing recruiters to focus on identifying top talent and making well-informed hiring decisions.

Streamlined Collaboration

Breezy HR facilitates seamless collaboration among recruiters, hiring managers, and other team members. Recruiters can easily share candidate profiles, collaborate on interview feedback, and communicate within the platform. This streamlined collaboration enhances teamwork, improves communication, and accelerates the hiring process.

Customizable Workflows

Breezy HR provides recruiters with the flexibility to customize hiring workflows to match their specific recruitment processes. Recruiters can create tailored pipelines, automate repetitive tasks, and set up reminders and notifications. This customization feature allows recruiters to align the platform with their unique recruitment requirements, improving efficiency and ensuring a consistent hiring process.

Advanced Reporting and Analytics

Breezy HR offers robust reporting and analytics capabilities. Recruiters can track essential recruitment metrics, such as time-to-fill and source of hire, to gain insights into their hiring performance. These analytics enable recruiters to identify bottlenecks, optimize their recruitment strategies, and make data-driven decisions to improve the overall recruitment outcomes.

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