Workforce & HR · Staffing agency automation
Your recruiters spend more time chasing timesheets than placing candidates
Banao builds automation for staffing operations: order intake to candidate matching, timesheet collection and approval, client compliance reporting, and the candidate database reactivation that most agencies leave untouched.
Every component runs on the same pipeline Banao uses to staff its own 300-person engineering team. The systems are in production before any client receives them.
The first call is free · 45 minutes · no obligation
What we build
What staffing automation looks like in practice
Each item below replaces a manual loop that currently costs recruiter hours, delays placements, or exposes a compliance gap.
Order intake and candidate matching
When a client order arrives, an AI agent parses the job requirements, queries the existing candidate database, and returns a ranked shortlist — before a recruiter opens the order.
Candidate database reactivation
Most agency databases hold thousands of dormant candidates who last placed two or three years ago. An outreach agent resurfaces them against open orders, ranked by fit, so recruiters work live talent first.
Timesheet collection and approval routing
Chasing placements for weekly timesheets is recoverable admin work. An agent handles collection, flags discrepancies, and routes exceptions to a supervisor — without a recruiter touching the loop.
Client compliance and reporting
Right-to-work checks, background verification status, and contractor classification and SLA reporting — compiled and delivered to client portals automatically, not by a back-office analyst.
Offer and onboarding coordination
Offer letters, start-date confirmations, IT access requests, and first-day checklists, triggered off placement confirmation — the paperwork chain runs without manual hand-offs.
Fill-rate and margin analytics
A dashboard showing fill rate by client, margin by desk, time-to-submit, and candidate dropout reasons — so management sees where the desk is leaking revenue, not just total placements.
Dogfooding
We run our own hiring on the same systems
Banao operates a 300-person engineering company. InterviewGod screens every engineering hire before a human recruiter opens the file. Vikaas handles candidate sourcing and outreach. The matching, ranking, and scheduling logic that runs inside our own hiring operation is the foundation for what we build into staffing agency workflows.
We are not quoting a staffing automation playbook we read — we are offering the one we depend on.
Screens Banao's own engineering hires — hundreds of applications per quarter.
Runs Banao's own candidate sourcing and outreach pipeline.
The honest version
When automation is the wrong starting point
Staffing automation only pays back when the underlying data is clean and the process is stable enough to automate. We will tell you when it is not:
- Dirty candidate database: if the database has duplicates, missing contact records, or years of unqualified entries, the first sprint is data remediation — not matching automation. We say so in week one.
- Unstable order intake: if client orders arrive in inconsistent formats — email, PDF, phone call — parsing them reliably takes structured intake work before anything downstream is worth building.
- Low placement volume: below a threshold, manual matching by a good recruiter beats the overhead of an AI system. We will run the numbers before we propose a build.
How we start
How we start — scope before you build
Staffing automation spans order management, candidate data, timesheets, and compliance. We audit before we build.
- 01
AI Discovery Sprint
2 weeks · fixed price
We map your current order-to-placement workflow, assess your candidate database quality, and identify the two or three steps where automation has the clearest ROI. You receive a written scope and cost estimate — yours to keep. If you proceed, the Sprint fee is credited against the build.
- 02
Build
We build the automation layer — matching logic, agent workflows, integrations with your ATS and client portals — and hand back a tested system, not a prototype.
- 03
Operations and iteration
Live monitoring, recruiter adoption support, and a monthly review of fill-rate and margin data to identify the next automation priority.
FAQ
Frequently asked questions
Will this work with our existing ATS?
Most enterprise ATS platforms expose APIs or have standard integration patterns. Banao builds the automation layer on top of your ATS — we are not asking you to change it. Where no API exists, we use structured export and push methods established in the Discovery Sprint.
How does AI matching handle roles with unusual requirements?
The matching model is trained on your own order history and placement outcomes — not a generic job-description dataset. Unusual requirements get handled because the model learns from your actual fills, not industry averages. Edge cases surface in the Sprint and shape what the model learns.
What happens to timesheet exceptions — late submissions or disputes?
Exceptions are flagged and routed to the appropriate supervisor or client contact for human resolution. The system handles the standard loop automatically and puts exceptions in front of the right person, with context, so resolution is faster — not slower.
Can this integrate with our client billing and payroll systems?
Yes. Approved timesheets drive billing run preparation and payroll inputs. The integration scope depends on your specific systems — the Discovery Sprint maps this and estimates the effort before we commit to a build.
How do you handle compliance requirements like right-to-work and contractor classification?
Compliance logic is configured to your regulatory context — right-to-work verification workflows, contractor classification requirements, and audit reporting. Configuration is part of the build, and the rules are auditable so compliance teams can review every decision.
Get started
Walk us through your order-to-placement loop
In 45 minutes we will map where your team's time actually goes — from order intake to placement and billing. No proposal until we have seen your real workflow.
Book a Discovery Sprint