For recruitment agencies
The fee is lost in the admin, not in the sourcing.
Twelve searches, nine clients, three sub-vendors, and a submission cap you half remember from a call in March.
CogniYukti keeps the commercial terms on the requisition, shows each client their own shortlist, and raises the invoice from the placement it came from.
- Mode set per requisition
- Client and vendor portals included
- Placement to invoice, no re-entry
- On close$28,000Fee recorded from the rate cardGuarantee window and holdback resolved off the client's agreed terms, each labelled with where the number came from.
- On invoice$4,200 heldA slice is reserved, not billed awayThe retention portion sits against the invoice through the guarantee period.
- Window closes clean$4,200 releasedReleased overnightThe placement flips to satisfied by itself. Nobody diarised it.
- Or it breaksOne action, four consequencesState flips, the replacement links back, a credit note drafts through the normal approval route, and commission already paid is reversed.
The commercial layer
The terms live on the role, not in the contract PDF.
Every search you run has a deal attached to it, and in most agencies that deal lives in one person's memory. The submission cap. Whether you are exclusive. The fee this client negotiated down. How many days you promised to first shortlist.
Here they sit on the requisition, next to the role. The recruiter working it sees them without opening a contract, and the placement that eventually comes out already knows what to bill — which is why nobody has to reconstruct the arrangement six weeks later from an email thread.
- Lead intelligence
Enquiry
Northline Logistics
Arrives as a lead, matched against the accounts you already have
- Sales CRM
Deal
Northline Logistics
Becomes a deal on that account, with the call notes attached
- Hiring
Requisition
Northline Logistics
Opens against the client, carrying the fee terms agreed on the deal
- Hiring
Placement
Northline Logistics
The candidate starts, and the placement knows what it is worth
- Delivery
Project
Northline Logistics
A signed scope becomes a project with timesheets against it
- Finance
Invoice
Northline Logistics
Raised from the placement, with GST applied and the client on file
The client name is typed once, at the top. Everything downstream reads the same record — which is why the invoice cannot disagree with the placement, and the placement cannot disagree with the deal.
- Bill rate and pay rate —
Both sides on the requisition, so the numbers you need are on the record before a submission rather than after an invoice. The margin itself is not a computed field — that arithmetic is still yours.
- Fee terms, with an override —
Your standard terms, and the different arrangement this one client argued for, held against the role it applies to.
- Exclusivity and submission cap —
A date and a number, counted down as you submit, rather than a promise somebody forgot they made.
- SLA to first shortlist —
Days, on the record — so the roles running late are a view, not a conversation on Monday morning.
- Sourcing mode —
Internal only, vendor only or mixed — declared on the role, so attribution is settled before anybody argues about it.
Your client's side
A login, not a weekly spreadsheet.
The status call you prepare for an hour every week exists because your client has no way to look. Give them one and the call changes shape.
Their roles, their candidates
Scoped to that client. Nothing from the client down the corridor, and you configure what a portal user is allowed to see.
Up to five, side by side
A compare view, so the decision happens in the product rather than in a forwarded attachment with four opinions under it.
Messages on the submission
Threaded against the candidate they concern, where the rest of your team can see them when the owner is on leave.
Invoices and a tracker
Their invoices are there too, and a scheduled tracker report goes out on the day you said it would without anyone building it.
Defending a shortlist
“Why did you reject the one I liked?”
That question ends the relationship slowly. Not because the rejection was wrong, but because the answer is usually a recollection. In CogniYukti the answer is a line from the document or the conversation it came from.
A verdict opens per requirement: what the role asked for, what the CV evidenced, and what it did not. Where the interview was recorded, every finding carries the moment it came from, and a finding that cannot be verified against the recording is dropped before you ever see it.
- 03 Sep · 11:20Client · hiring managerShortlisted Candidate B
- 03 Sep · 11:24Client · hiring managerRejected Candidate AReason given: no regulated-industry exposure
- 05 Sep · 16:02Client · reviewerRequested more information on Candidate CAsked for the notice period in writing
- 11 Sep · 09:45Client · hiring managerFiled an interview scorecard for Candidate BRecommendation recorded
Sub-vendors
Partner firms, in their own lane.
Most agencies work with other agencies and manage it over WhatsApp. Here a vendor gets their own portal and their own agreement, sees only the requisitions you assigned to them, submits candidates into your pipeline and raises their invoices through it.
Which means, at the end of a quarter, you can see which vendor's submissions actually converted — from the same records that paid them.
Scoped access
A vendor sees the roles you assigned and nothing else. Candidate contact details stay yours until you decide otherwise.
Invoices in, approved
Vendor invoices arrive through the portal, run an approval path, and chase themselves when they age.
Scorecards
Submissions, conversions and time to submit per vendor — exportable when the renewal conversation comes round.
After the placement
The placement becomes an invoice, then a guarantee.
A placement here is a commercial object. It knows the fee terms it was made under, so the invoice drafts from it and goes to the client without anyone re-entering numbers into a second product. GST is applied; the client is already on file.
If the candidate leaves inside the guarantee, the reversal is recorded against the placement — the guarantee state flips, the replacement is linked, and the credit note follows. After that it is ordinary finance: receivables, ageing, dunning, and revenue you can read by client rather than by month.
- Recruiter commissions —
Plans that pay off the placements they came from, with manual payouts where a deal was unusual.
- Attribution —
Who sourced, who submitted, who closed — recorded on the placement rather than reconstructed at payout.
- Insights that name the problem —
Funnel by role, by client, by recruiter and by vendor. Which client sits on submissions, and which role is quietly dead.
Questions we get asked
The ones that decide it.
›Can we hire our own people in the same system?
Yes, and it is not a second installation. Mode is set on each requisition, so a client search and your own office hire sit in the same list and behave differently — the client search gets the portal, the fee terms and the invoice; your own hire skips all of that and hands over to employee records at offer.
›Do our clients have to pay for seats?
Client portal users are invited by you and are not your team's logins. What a portal user can see is configured per client.
›What happens to a candidate we submitted two years ago?
They are the same person record, with the submission history on it. Someone you already placed is not a fresh CV arriving by email — and if they turn up later as a hiring manager at a client, that is the same record again.
›We place contractors. Does payroll handle them?
Contractor records, invoices and payments are part of the same platform, alongside permanent payroll with PF, ESIC, professional tax and TDS. Not a separate subscription and not an export.
›How do candidates reach us in the first place?
Naukri Resdex database search with import, your own careers page, job board posting, email intake, a browser extension for capturing profiles, and referrals. The point is that all of them land on one candidate record.
›Can we move our existing data in?
There is an importer that maps spreadsheets to real records, de-duplicates against what is already there, and reports what it could not place rather than dropping it quietly.
Book a demo
Bring us a live search.
Bring a role you are working right now, with its terms. We will set it up on the call, and you can decide from the screens rather than the slides.
- Set up a real requisition with its actual fee terms and cap
- Show me what my client would see when they sign in
- Open a verdict and show me the line it came from
- Submit through a vendor portal and invoice it back
- Take a placement to an invoice, then reverse it
- Show me conversion by vendor for the last quarter