Outproduce
AI EmployeeBook a call

For agency directors and delivery managers running permanent and contract desks.

Why is the ATS always behind? Because the live truth is in WhatsApp, the inbox and a consultant head.

Vacancies, candidate conversations, compliance documents and timesheets sit in different places, and the consultant is the bridge. Outproduce installs the path from the vacancy brief through candidate shortlisting into submission, with compliance documents tracked to complete, placements recorded, and timesheet chasing handled against the booking. Client submissions and anything affecting pay wait for a named approver.

Book a callSee the workflows
  • ATS
  • CRM
  • Inbox
  • Timesheet system
  • Document store

By hand today

What your team does by hand, and what we build.

You do this by hand

A consultant takes the vacancy over the phone and writes the brief into notes, then rewrites it as an advert.

We build this

A vacancy intake path that turns the brief into a structured role record and prepares the advert for consultant review.

What changes

The role record and the advert come from the same brief instead of two retellings.

You do this by hand

Applications are read individually and compared against the brief in the consultant head.

We build this

A screening path that reads each application against the stated requirements and marks what is evidenced and what is missing.

What changes

The shortlist is defensible and the reasoning is on the record.

You do this by hand

Submissions are assembled by copying the candidate summary into an email to the client.

We build this

A submission pack built from the candidate record, held for the consultant to release.

What changes

Clients receive a consistent pack, and the submission is logged against the role.

You do this by hand

Right to work and compliance documents are chased by email until the start date arrives.

We build this

A compliance checklist on the placement, with each document tracked to received, verified or outstanding.

What changes

Nobody starts without a visible compliance state.

You do this by hand

Timesheets are chased by individual messages to contractors and managers.

We build this

A timesheet path that tracks expected submissions against live bookings and prepares the chase and the approval request.

What changes

The chase runs from the booking record, and missing time is visible before payroll.

Agency margin depends on speed of submission and on contractors being paid correctly. Both run through administrative handovers that are still manual, and both get worse as the desk gets busier.

Compliance expectations keep tightening, and the evidence has to be on the placement rather than in a consultant folder. That only works when the checklist is part of the path to starting.

Lifecycle

Where the system runs and where a person decides.

Typical lifecycle in this sector
  1. 1Vacancy taken from the client
  2. 2Role record and advert prepared from the briefAutomated
  3. 3Consultant confirms the brief and the advertHuman approval
  4. 4Applications screened against stated requirementsAutomated
  5. 5Submission pack assembledAutomated
  6. 6Consultant releases the submission to the clientHuman approval
  7. 7Compliance checklist tracked to completeAutomatedOutstanding documents named on the placement.
  8. 8Timesheets chased, approved and passed to payrollHuman approvalAnything affecting pay waits for a named approver.

Workflows

The workflows we install first.

Each one names the manual version, the installed version, and the approval point that stays with a person. Figures show sample records, never client data.

01

Vacancy brief to live role record

The brief becomes a structured role record, and the advert is drafted from it. The consultant confirms before anything is published.

Expected impactExpected impact: roles go live faster and the brief stops being retold differently each time.
Illustrative mapping from a vacancy brief · Illustrative
Brief detailRole record fieldWhen unclear
Client and hiring managerAccount and contact linkHeld for consultant match
Must have requirementsScreening criteriaRaised as a question for the client
Rate or salary basisCommercial termsHeld until the consultant confirms
Process and interview stagesRole pipelineDefaults to the account standard and flagged
02

Screening to shortlist

Each application is read against the stated requirements, with evidence and gaps marked. The consultant decides the shortlist from that view.

Expected impactExpected impact: screening effort drops and shortlist reasoning is recorded.
Illustrative trace of a screened applicationIllustrative
  1. 01
    Application received

    Attached documents read and matched to the candidate record.

    Automated
  2. 02
    Requirements checked

    Each must have marked evidenced, partial or absent.

    Automated
  3. 03
    Gap raised

    A missing qualification is named rather than assumed.

    Escalated
  4. 04
    Consultant sets the shortlist

    Named decision recorded against the role.

    Human approval
03

Compliance to cleared start

The placement carries a document checklist, and each item moves from outstanding to received to verified. Verification stays with a named person.

Expected impactExpected impact: fewer start date surprises and a clean evidence trail.
Illustrative ladder for compliance clearanceIllustrative
  1. Checklist createdItems set from the placement type and the client requirement.
    Automated
  2. Document receivedMatched to its checklist line and marked received.
    Automated
  3. VerificationA named compliance owner verifies and records the check.
    Human approval
  4. Start date at riskOutstanding items are raised to the delivery manager and the client owner.
    Escalated
04

Timesheet to payroll ready

Expected timesheets are derived from live bookings, chased where missing, and routed for manager approval before pay.

Expected impactExpected impact: less missed time and less chasing by hand.
Illustrative comparison of timesheet handling
CaseBy hand todayInside the installed path
Timesheet submitted on timeSpotted in the inboxMatched to the booking and queued for approval
Timesheet missingChased by individual messageChase prepared from the booking record
Hours disputedResolved over the phoneHeld as an exception with both figures and the booking terms

Go live

How it reaches production in your firm.

  1. 01

    Fit Review on a live desk

    We watch a vacancy move from brief to submission with the consultant who owns it.

    Free
  2. 02

    Operating Map

    The map names the records, the screening criteria, the compliance checklist and every approval point.

    Paid, yours to keep
  3. 03

    Production Install on a scoped desk

    A chosen desk or account goes live first, with an agreed acceptance test on real roles.

    Human approves
  4. 04

    Managed operation or handover

    We run the exception queue with your team or hand the documented system to a named owner.

    Monitored

What we measure

Baseline first, then the delta.

We record each of these before anything switches on, so the result is measured against your numbers, not a benchmark.

first builds: vacancy brief to role record and advert · screening to recorded shortlist · timesheet chase and approval routing

Related

Questions from recruitment and staffing agencies.

Does it contact candidates on its own?

Only within the message types your team has approved, and submissions to clients always wait for the consultant.

Can screening be audited?

Yes. Each requirement is marked against evidence on the application, so the basis for a shortlist is on the record.

Other sectors

Start here

Show us the workflow.

Tell us what starts it, who owns the result, which tools carry it, and where it stalls. We will tell you whether it is ready to map.

Book a 20-minute callOr send it in writing
Strong fit

The workflow repeats

One person owns the result

The records exist

Several tools carry the work