Time Tracking Software for Recruitment Agencies
Recruitment agencies handle candidate sourcing, screening, client meetings, and placement activities that require careful time tracking across multiple job openings and clients. Professional time tracking helps recruitment agencies bill accurately for search work, candidate placement, and retainer services while maintaining profitability on recruitment projects.
Time Tracking Built for Recruitment Agencies
Why Recruitment Agencies Need Better Time Tracking
Staffing and recruitment firms placing candidates, managing employer relationships, and tracking placements.
Tracking time spent on candidate sourcing, screening, and interview coordination
Measuring hours for client meetings, job requirement discussions, and placement activities
Capturing time for candidate outreach, relationship building, and database management
Documenting hours spent on different recruitment activities for accurate billing
How AgencyPro Solves Time Tracking for Recruitment Agencies
Smart time tracking with project-level timers, billable/non-billable categorization, and team timesheets.
Track time by recruitment activity type (sourcing, screening, client meetings, placement) for detailed billing
Monitor time spent per job opening and client to optimize pricing and identify high-maintenance accounts
Categorize time by activity (sourcing, screening, meetings, placement) for accurate service pricing
Generate reports showing time allocation across clients and job openings for profitability insights
Key Benefits for Recruitment Agencies
Capture Every Billable Hour
Multiple tracking methods — timers, manual entry, and weekly timesheets — ensure no billable work goes unrecorded. Integration with project tasks means time is always allocated correctly.
Real-Time Retainer Visibility
Monitor how many retainer hours each client has used in real-time. Get alerts before clients exceed their allocations so you can manage scope and expectations proactively.
Accurate Project Costing
Understand the true cost of every project by tracking time at the task and phase level. Compare estimated hours versus actual to improve future project pricing and estimates.
Team Productivity Insights
See billable utilization rates per team member, identify capacity for new work, and understand how time is distributed across clients and project types.
How It Works
Track Recruitment Activities
Start timers for candidate sourcing, screening, client meetings, or placement work with automatic client and job opening categorization.
Monitor Placement Time
Associate time entries with specific job openings, candidates, or clients to track recruitment progress and billing.
Bill and Report
Export time data to invoices showing exactly what recruitment work was performed, with detailed breakdowns by activity type and client.
Frequently Asked Questions
How do we track time for recruitment work that involves multiple candidates per job opening?
Create job opening-based time entries that can aggregate time spent across multiple candidates. You can track time for sourcing, screening, and interviewing each candidate separately, then see total time spent per job opening. This helps you understand the true cost of filling positions and price your recruitment services accurately.
Can we track time separately for retainer clients vs contingency placements?
Yes, you can set up different billing rules for retainer clients (monthly hour allocations) versus contingency placements (time tracked but billed only on successful placement). The system helps you track time for both models, allowing you to understand profitability across different recruitment fee structures.
How do we handle time tracking for recruitment work that happens outside normal business hours?
Time tracking works 24/7, and mobile apps ensure you can log time even when conducting candidate interviews or client meetings outside normal hours. You can set up different billing rates for after-hours work if needed, and the system tracks all time regardless of when it occurs, ensuring nothing gets missed.
What about tracking time for candidate relationship building and database maintenance?
Create separate categories for relationship building, database maintenance, and proactive candidate outreach that may not be billable to specific clients. This helps you understand the true cost of maintaining a strong candidate pipeline while keeping client billing focused on actual placement work. Some agencies allocate this time across all clients or include it in overhead.
Time Tracking for Other Industries
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Search engine optimization firms tracking rankings, building links, and optimizing websites for organic traffic.
Time Tracking Software for PPC Agencies
Pay-per-click agencies managing Google Ads, Meta Ads, and multi-platform paid advertising campaigns.
Time Tracking Software for Social Media Agencies
Agencies managing social content, community engagement, and social advertising across platforms.
Time Tracking Software for Content Agencies
Content marketing firms producing blogs, whitepapers, video scripts, and editorial content for brands.
Time Tracking Software for PR Agencies
Public relations firms managing media outreach, crisis communications, and brand reputation.
More AgencyPro Solutions for Recruitment Agencies
Invoicing Software for Recruitment Agencies
Professional invoicing with time-to-invoice automation, multiple payment gateways, and branded invoice delivery.
Client Portal for Recruitment Agencies
Branded client-facing portal for project updates, file sharing, approvals, and transparent communication.
Project Management Software for Recruitment Agencies
Agency-focused project management with task boards, deadlines, team assignments, and client collaboration.
CRM Software for Recruitment Agencies
Client relationship management built for service businesses with deal pipeline, contact management, and client lifecycle tracking.
Reporting & Analytics Software for Recruitment Agencies
Real-time dashboards and automated reports covering revenue, profitability, utilization, and project performance.
Recurring Billing Software for Recruitment Agencies
Automated subscription and retainer billing with payment processing, dunning management, and revenue recognition.
Track Recruitment Time Precisely
Ensure every hour of recruitment work is properly tracked and billed. Start tracking time accurately and improve your agency's profitability today.