Recruiterflow connector

Use your Recruiterflow data for reporting, automation and AI.

Data Panda pulls your Recruiterflow candidates, jobs, clients, deals, sequences and placements into the same warehouse as your accounting, calendar and email data. From one place we turn it into dashboards, automations, AI workflows and custom apps that recruiters, BD leads and the agency owner read every week, not only at the quarterly review.

Recruiterflow

About Recruiterflow

An ATS plus CRM built for the recruiting agency desk, not for the in-house TA team.

Recruiterflow launched in 2017 and runs out of San Francisco. The platform is purpose-built for recruiting and staffing agencies, executive-search firms and contingent recruiters, which is the line that separates it from in-house ATS like Greenhouse or Lever. The product covers the full agency desk: an ATS for candidate pipelines and job submittals, a recruiting CRM for client and prospect relationships, a BD pipeline for deals and signed retainers, multichannel sequences for outreach, a Chrome sourcing extension and the AIRA agents for notetaking, sourcing and contact enrichment.

The data model reflects how an agency books revenue. Candidates, Jobs and Clients (companies) sit alongside Deals on the BD side, with Placements and Fees on the delivery side, and Projects and Hot Lists for how recruiters group active work. Sequences and Tasks track outreach cadence per recruiter, and the open API plus native integrations into Gmail, Outlook, Calendar, Slack and a long list of job boards keep the desk running. Pulled into a warehouse next to your accounting tool and your team calendar, the Recruiterflow record finally answers the questions a Recruiterflow view alone does not: revenue per recruiter against sourced and submitted volume, BD-pipeline health against actual signed retainers, and time-to-fill per client and role family across every desk in the agency.

What your Recruiterflow data is for

What you get once Recruiterflow is connected.

Agency desk reporting

Placements, fees, BD pipeline, time-to-fill and recruiter productivity on one page across every desk and client.

Placement fees per recruiter, client and role family, against the quarterly target
Time-to-fill per client, role family and recruiter, with the bottleneck stage named
BD pipeline aging by stage, with the deals that have stalled past policy flagged

Process automation

Turn Recruiterflow events into the downstream work the rest of the agency stack expects, without a per-tool handoff.

Push placement fees into your accounting tool the moment a placement closes in Recruiterflow
Move Calendly or Google Calendar interview slots back onto the candidate timeline
Notify the BD owner in Slack when a deal stage slips past its target days-in-stage

AI workflows

Put the candidate, job, client and outreach record behind AI that reads the full agency picture.

Score deals on close-likelihood from BD-stage history, sequence engagement and client tenure
Match candidates to open jobs across the full Hot List, not just the recruiter's own desk
Natural-language Q&A across the candidate, job, placement and fee record

Custom apps on your data

Lightweight tools on Recruiterflow data for owners, BD leads and finance who do not want a Recruiterflow seat just to read a number.

Owner cockpit with placements, fees, BD pipeline and recruiter productivity per desk
BD-lead workbench with deal stage aging, sequence reply rates and pipeline coverage
Finance close pack with placement fees per legal entity, ready for invoicing and revenue-recognition

Use cases

Use cases we deliver with Recruiterflow data.

A list of concrete reports, automations and AI features we have built on Recruiterflow data. Pick the one that matches your situation.

Placement fees per recruiterBooked fees per recruiter, client and role family against the quarterly desk target.

Time-to-fill per clientDays from job opened to placement accepted, per client, role family and recruiter.

BD pipeline agingOpen deals by stage and days-in-stage, with the ones past policy named.

Submission to interview ratioSubmittals per role that convert to a client interview, per recruiter and client.

Sequence reply rateMultichannel sequence performance per template, recruiter and target persona.

Hot List coverageActive candidate Hot Lists matched against currently open jobs across the agency.

Client retention by tenureRepeat-business rate per client cohort and account owner over the trailing four quarters.

Recruiter ramp curveMonths from new-recruiter start date to first placement and to target run-rate.

Job aging by clientOpen jobs past their target fill date, grouped by client and account owner.

Source of placementPlacement origin (job board, sourcing extension, referral, sequence) per role family.

Fee book vs. invoicedRecruiterflow fee record reconciled against invoices issued in your accounting tool.

Deal-to-retainer conversionBD deals that converted to a signed retainer or contingent search, per BD lead.

Real business questions

Answers you will finally get.

Which recruiters are carrying the desk this quarter, and which look busy without booking fees?

Booked placement fees per recruiter joined to submittals, client interviews and sequence activity over the same window. The owner sees the recruiter whose submittal volume is high but whose conversion to interview is half the desk average, and the recruiter who is quiet on activity but whose three placements account for a third of the quarter's fees, instead of reading the leaderboard off submittal counts alone.

Is the BD pipeline going to land enough signed retainers to keep delivery busy in two quarters?

Open BD deals weighted by stage history, days-in-stage and the historical conversion rate from each stage to a signed retainer. The agency owner sees the deals that look healthy in the kanban but have stalled past the days-in-stage policy, and whether the weighted pipeline covers the delivery capacity already booked for next quarter.

Where does our placement fee book disagree with what finance has invoiced?

Placement records and fee fields from Recruiterflow joined to invoices and credit notes in your accounting tool, on the same client and placement key. The owner sees the placements that closed in Recruiterflow but never landed an invoice, the fees that were invoiced at a different amount than booked, and the credit notes that should have written down a placement that is still open on the desk.

Value for everyone in the organisation

Where each function gets value.

For finance leaders

Recruiterflow placements and fee fields lined up with invoices and credit notes from your accounting tool, per client and legal entity. Month-end close stops chasing each recruiter for a fee export, and the revenue line on the management report ties back to the Recruiterflow placement record it came from.

For sales leaders

BD-pipeline coverage against the delivery capacity the agency has booked for the next two quarters, with deal stage aging and historical stage-to-retainer conversion. The BD lead sees the deals the kanban makes look healthy but that have stalled past policy, before the forecast call surfaces it.

For operations

Time-to-fill, submission-to-interview conversion and recruiter ramp across every desk in one capacity picture. The agency owner sees the desk where median time-to-fill runs ten days longer than the rest of the agency and which Hot Lists are sitting underused while jobs on adjacent desks stay open.

Ideas

What you can automate with Recruiterflow.

Recruiterflow

Pair with Exact Online

Push Recruiterflow placement fees into Exact Online for invoicing

Closed placements in Recruiterflow create or update the corresponding invoice draft in Exact Online, with the client, role, fee, recruiter and legal entity already filled in. Finance stops re-keying placement detail at month-end and the fee book in Recruiterflow stays in step with the invoiced revenue line in Exact, so reconciliation is a check rather than a rebuild.

Recruiterflow

Pair with Slack

Drive BD pipeline alerts from Recruiterflow into the right Slack channel

Deal stage changes in Recruiterflow post into the BD channel and ping the deal owner when a deal has been waiting in stage longer than the agreed days-in-stage window. The same flow surfaces hot-status candidates and offer-stage placements into the recruiter channel so coverage reviews stop being a Monday-morning Recruiterflow-tab sweep across the team.

Recruiterflow

Pair with Calendly

Stitch Calendly interview slots back onto the Recruiterflow candidate timeline

Calendly bookings made by candidates or clients land on the matching Recruiterflow candidate and job record, with the interview type, attendee and outcome captured next to the application stage. Recruiters stop pasting interview times into notes by hand, and time-to-interview from first submittal becomes a number on the desk dashboard rather than a field someone forgot to update.

Recruiterflow

Pair with HubSpot

Reconcile Recruiterflow BD deals with HubSpot marketing touches

Where the agency runs HubSpot for content, events and inbound forms and Recruiterflow for the actual BD pipeline, the warehouse joins HubSpot contact and campaign engagement to the matching Recruiterflow deal and client record. Marketing sees which campaigns sourced the deals that converted to signed retainers, and BD sees which inbound contacts are sitting in HubSpot with no Recruiterflow deal opened against them yet.

Recruiterflow

Pair with HiBob

Hand Recruiterflow placements over to HiBob as joiner records

For agencies that also place permanent staff into their own group, accepted-and-signed placements in Recruiterflow create the joiner record in HiBob with start date, role, site and manager already populated. People ops stops re-keying the offer detail and the joiner clock in Bob starts on the same day the placement closed in Recruiterflow, so onboarding tasks fire on time.

Recruiterflow

Pair with monday.com

Mirror Recruiterflow Projects into a Monday client delivery board

Recruiterflow Projects (a retained search, an RPO engagement, a volume hiring sprint) mirror into a Monday board so the client and the recruiter can see the same delivery picture without giving the client a Recruiterflow seat. Status updates flow back into the Recruiterflow project record, so the system of record stays Recruiterflow while collaboration happens where the client already works.

Your existing tools

Your data lands in a warehouse. Your BI tools read from it.

You keep the reporting tool you already have. We connect it to the warehouse where your Recruiterflow data lives.

Power BI Microsoft

Fabric Microsoft

Snowflake Data warehouse

BigQuery Google

Tableau Visualisation

Excel Sheets & pivots

Three steps

From Recruiterflow to answers in three steps.

Connect securely

OAuth authentication. Read-only by default. We sign a DPA and your admin keeps the keys.

Land in your warehouse

Data flows into your warehouse on your schedule. Near real time or nightly, your call. You own the data.

Reporting, automation, AI

We build the first dashboard, workflow or AI feature with you, then hand over the keys. Or we stay on for ongoing delivery.

Two ways to work with us

Pick the track that fits how you work.

Track 01

Self-serve

We set up the foundation. Your team builds on top.

Recruiterflow connector configured and running
Warehouse set up in your cloud account
Clean access for your Power BI, Fabric or Tableau team
Documentation on what's in the data model
Sync monitoring so you're warned before reports break

Best fit Teams that already have a BI analyst or data engineer and want to own the build.

Track 02

Done for you

We build the whole thing, end to end.

Everything in Self-serve
Dashboards built to the questions your team actually asks
Automations between your systems
AI workflows scoped to real tasks your team runs
Custom apps where a dashboard does not cut it
Ongoing delivery at a pace that fits your team

Best fit Teams without in-house BI or dev capacity. You tell us what you need and we deliver it.

Before you book

Frequently asked questions.

Who owns the data?

You do. It lands in your warehouse, on your cloud account. We don't resell or aggregate it. If you stop working with us, the warehouse stays yours and keeps running.

How fresh is the data?

Near real time for most operational systems. For heavier sources we schedule hourly or nightly. You pick based on what the reports need.

Do I need a warehouse already?

No. If you don't have one, we help you pick one and set it up as part of the first delivery. Common starting points are Snowflake, Microsoft Fabric, or a small Postgres start.

Which Recruiterflow tables land in the warehouse?

The connector pulls Candidates with custom fields, Jobs and Job Stages, Clients (companies) and Contacts, Deals and the BD Pipeline, Placements and Fees, Sequences and Sequence Steps, Tasks, Notes, Hot Lists and Projects. Custom fields on candidate, job, client and deal records flow through, and authentication runs through a Recruiterflow API key scoped to your tenant.

We run Recruiterflow but also have an in-house ATS for permanent staff. Can both feed the same warehouse?

Yes. Recruiterflow lands in its own schema with the agency desk records (deals, placements, fees), and the in-house ATS lands in another. We typically join them on the candidate-email key for cases where a placed candidate later joins the group as permanent staff, so people ops can see the full lifecycle from agency outreach through onboarding without losing the agency-side fee record.

How is candidate PII handled in the warehouse?

Candidate name, email, CV text and any sensitive custom fields can be kept in restricted schemas that only recruiters and HR roles reach, while the aggregated metrics (time-to-fill, fees per recruiter, BD-pipeline coverage) live in schemas the wider agency reads. Access is enforced in the warehouse, not in each dashboard, so a new operations report cannot accidentally surface a candidate CV it should not see.

GDPR-compliant

Data stays in the EU

You own the warehouse

A first deliverable live in four to six weeks.

We review your Recruiterflow setup and the systems around it. Together we pick the first thing worth building.

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