Recruitment & Staffing Agency Software for Billing & Placements
Track every assignment, bill every placement, and get paid faster, online or off.
Alfa Decode is one business-management platform pre-configured for recruitment and staffing agencies. Open an assignment per client, log billable recruiter time, and bill hourly, fixed-fee or retainer placements into proper GST or VAT invoices. It works offline and keeps every candidate and client in one CRM.
No card required · Cloud or on-premise · Works offline · GST & VAT ready
Assignments Per Client
Open an assignment for each client with a clear billing basis: hourly, fixed-fee per placement, or monthly retainer, so every mandate is tracked from brief to invoice.
Billable Time Logging
Log time entries with date, hours, recruiter, rate and notes against each assignment, so sourcing and screening hours are captured and ready to bill.
One-Click Billing
Turn unbilled time, fixed placement fees or retainers into a real GST or VAT invoice in seconds, with no double entry and no missed fees.
Utilisation Reports
Timesheets show utilisation and billable value per recruiter, so you know who is busy, who is profitable, and where capacity is going to waste.
Everything your recruitment & staffing agency needs
Assignments Per Client
Open an assignment for each client with a clear billing basis: hourly, fixed-fee per placement, or monthly retainer, so every mandate is tracked from brief to invoice.
Billable Time Logging
Log time entries with date, hours, recruiter, rate and notes against each assignment, so sourcing and screening hours are captured and ready to bill.
One-Click Billing
Turn unbilled time, fixed placement fees or retainers into a real GST or VAT invoice in seconds, with no double entry and no missed fees.
Utilisation Reports
Timesheets show utilisation and billable value per recruiter, so you know who is busy, who is profitable, and where capacity is going to waste.
Candidate CRM
Keep candidates and client companies in one CRM with full history of placements, conversations and assignments, so nothing slips between recruiters.
Works Offline
Local-first software runs on your own office device with no internet, then syncs to the cloud, so timesheets and invoices never stop during outages.
GST And VAT Built In
GST invoices and reports for India and VAT for the UAE are built in, so client billing stays compliant in both markets with zero extra setup.
WhatsApp Invoicing
Send invoices and payment reminders to client companies over WhatsApp, so placement fees get chased and collected faster without phone tag.
What it fixes on day one
A placement is confirmed but the fee invoice goes out days late, or not at all.
Raise the placement fee straight from the client matter with correct per-line tax, then send by WhatsApp or print.
Retainer and contingency arrangements get muddled, so you cannot tell what is still owed.
Track retainers and draws against each role, with receivables and a client credit ledger showing the running balance.
Consultant hours and activity on a mandate never get captured for billing.
Log time and activity against the matter as work happens, then convert it into a client-ready invoice.
How a recruitment & staffing agency runs on Alfa Decode
A recruitment agency lives or dies on two things: keeping candidates and clients moving through the pipeline, and getting paid the moment a placement sticks. Alfa Decode runs on its Professional Services engine, so instead of till screens you get client accounts, mandates and matters, time and activity you can bill, and retainer or contingency arrangements tracked against each role. Every assignment becomes a record you can follow from brief to shortlist to offer to invoice.
Because it is offline-first, your consultants keep working through a dropped connection at a client site or a job fair, and everything syncs when you are back online. Billing is built in: raise a placement fee or a retainer draw, apply the right GST or VAT per line, and send the invoice by WhatsApp or print. Receivables and a client credit ledger show exactly who owes what, so fees do not slip through the gaps between recruiter and finance.
- Placement fees invoiced the moment an offer sticks
- Retainers and contingency balances visible per client
- Consultants keep working through any connection drop
- GST/VAT-ready billing with double-entry books behind it
- 1
Take the brief
Open a client account and create the role as a matter, capturing the mandate terms, fee basis and whether it is retained or contingency.
- 2
Work the pipeline
Log candidate activity, calls and submissions against the matter, tracking each assignment from shortlist through interview to offer stage.
- 3
Record time
Consultants log billable time and activity on the mandate as it happens, so nothing gets lost before the invoice is raised.
- 4
Bill the placement
On offer acceptance, raise the placement fee or retainer draw with the correct GST or VAT, then send by WhatsApp or print.
- 5
Chase and reconcile
Receivables and the client credit ledger show who owes what; the double-entry ledger and P&L keep the agency's books straight.
Works offline
Runs on your own counter and keeps billing with no internet — then syncs to the cloud automatically.
Tax-ready compliance
Configurable GST / VAT & tax-compliant invoicing — built in, nothing to bolt on.
Cloud or on-premise
Start in the cloud or keep all your data on your premises — same product, your choice.
Recruitment & Staffing Agency software — your questions
Does Alfa Decode work offline if our internet drops?
Yes. It is local-first and runs on your own office device with no internet. You can log time, open assignments and raise invoices offline, and everything syncs to the cloud once you are back online.
Does it handle GST in India and VAT in the UAE?
Yes. GST invoices and reports for India and VAT for the UAE are built in. When you bill an assignment, fixed fee or retainer, the tax is applied correctly and your reports are ready for filing in either market.
How do we bill placements and ongoing staffing assignments?
Open an assignment per client with a billing basis: hourly, fixed-fee per placement, or monthly retainer. Log billable time, then convert unbilled time, fixed fees or retainers into a proper GST or VAT invoice in a few clicks.
Can we track which recruiters and candidates are driving revenue?
Yes. Timesheets show utilisation and billable value per recruiter, so you see who is busy and who is profitable. The CRM holds candidate and client history, keeping every conversation and placement in one place.
Can I send invoices and reminders to clients on WhatsApp?
Yes. You can send invoices and payment reminders to client companies over WhatsApp directly from Alfa Decode, so follow-ups go out faster and outstanding placement fees get paid sooner.
Is it available on the cloud or on our own server?
Both, from one codebase. Choose Cloud as a subscription, or On-Premise as a one-time licence with AMC to keep candidate and client data on your own hardware. A white-label option is also available.
Can it handle both retained and contingency assignments?
Yes. Each role is a matter with its own fee basis. Retainers and draws are tracked against the assignment, and the receivables ledger shows the outstanding balance, so contingency and retained work never get confused at billing time.
Does it track consultant time on a mandate?
It does. The Professional Services engine includes time and activity tracking against each client matter, which you can convert directly into a client invoice rather than reconstructing hours from memory later.
Will it work at a client site with no internet?
Yes. Alfa Decode is offline-first, so your consultants can log candidate activity and mandate notes on site or at a job fair, and everything syncs to the cloud automatically once the connection returns.
Can we run more than one office on it?
Yes. It supports multiple locations with separate books per office plus a consolidated view, so each branch keeps its own client accounts and receivables while you still see the whole agency.
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Run your recruitment & staffing agency on Alfa Decode
Start a free trial, or book a quick demo and we’ll set it up for your business.