Client vacancy requests — rambling emails or portal forms — are parsed by AI into structured job orders with must-haves, salary band and commercial terms, synced to the CRM, and confirmed back with a kickoff call already booked. Sourcing starts within the hour.
Typical results
93%
Orders complete on first pass
1
Clarification round, down from 4
+30%
More orders, same team
Figures reflect typical results for this kind of automation.
The challenge
Vacancy requests arrived as free-form emails missing half the essentials — no salary band, vague must-haves, unstated fee terms. Recruiters averaged four clarification rounds per order, and two days typically passed before anyone could source seriously. In a market where the first agency with a shortlist usually wins, that lag cost placements.
Before and after
Hours from request to sourcing
−98%Clarification rounds per order
−75%Job orders handled monthly
+30%The automation
We built an AI intake agent that reads every request from email or the client portal and extracts a structured job order: role, must-have skills, salary band, location, commercial terms. Missing fields trigger one consolidated clarification email instead of a week of ping-pong. The completed order syncs to the CRM, the client receives a confirmation summary to approve, and a kickoff call lands on both calendars automatically.
How it works
- 01
Request arrives
Vacancy emails and portal forms flow straight into the AI intake agent.
- 02
AI structures the order
Role, must-have skills, salary band, location and commercial terms are extracted into a clean brief.
- 03
Gaps chased once
Missing fields trigger a single consolidated clarification email instead of endless ping-pong.
- 04
CRM synced, client confirms
The structured order lands in the CRM and the client approves the summary.
- 05
Kickoff booked
A briefing call lands on both calendars automatically — and sourcing starts.
Starts from
- Client vacancy emails
- Portal request form
Delivers
- Structured job order in CRM
- Confirmation to client
- Kickoff call booked
The impact
Recruiters now start sourcing within one hour of a request instead of two days. Clarification rounds fell from four to one, 93% of orders arrive complete on the first pass, and the firm handles 30% more job orders — 60 a month, up from 46 — with the same team.
Questions about this automation
What does the AI pull out of a vacancy request?
The AI reads each email or portal submission and extracts the role title, must-have skills, salary band, location, start date and commercial terms such as the fee. The result is a structured job order with the same fields every time, so recruiters can start sourcing from a complete brief.
What happens when a request is missing information?
The automation compares the extracted order with the required fields and sends the client one consolidated clarification email listing everything still missing. When the client replies, the answers are merged into the same order. Recruiters only step in when a reply is unclear or the client asks to speak with someone.
Which systems does the intake flow connect to?
It reads from a shared inbox such as Gmail or Outlook and from the client portal form, writes job orders into the agency's CRM or ATS, and books the kickoff call on both calendars. It is a multi-step build, usually rolled out in stages, starting with email parsing and adding the portal next.