AI voice and CRM automation for UK recruitment agencies
FlowGenix Automations is a UK AI automation consultancy based in Basingstoke, Hampshire, serving independent recruitment agencies and small consultancies from Manchester to Southampton — perm, contract, tech, healthcare, and industrial desks alike.
This page is for agency directors and senior consultants whose billers are spending 40% of their week on candidate screening calls, CV formatting, and CRM data entry instead of on client work. We deploy the systems that do those jobs faster, and hand your consultants clean shortlists to work.
Where is time actually leaking on a recruitment desk?
The three biggest leaks we consistently measure on UK desks are: initial candidate screening calls (avg 12 minutes each, most disqualifying), CV reformatting to house template (avg 8 minutes each), and CRM data entry after interviews (avg 6 minutes each). A 4-consultant agency processing 150 applications a week loses roughly 65 consultant-hours a week to admin — that is one full biller's worth of billable time disappearing every week.
What we build for recruitment agencies
- Ava — outbound AI screening voice agent. Calls new applicants within 5 minutes of application, runs your 6–10 qualifying questions, records the call, transcribes it, and writes a structured summary straight into Bullhorn, Vincere, JobAdder, or your chosen CRM. Consultants only see pre-qualified candidates.
- CV parsing and reformatting. Inbound CVs are parsed, mapped to your house template, and stored against the candidate record. The consultant clicks "download" — the manual reformat is gone.
- Automated interview scheduling. Once a shortlist is agreed, the system offers slots from the client's calendar, confirms by SMS + email, and writes interview outcomes back to the CRM.
- Placement and aftercare follow-up. Post-placement check-ins at 1 week, 1 month, 3 months. Every response is logged against the placement — feeding renewals, referrals, and testimonial capture without a consultant lifting a finger.
- Job board scraping and lead enrichment. Apify workflows monitor named companies for new roles, enrich contact data via Companies House and LinkedIn, and populate your BD pipeline with warm targets each morning.
Which tools does this run on?
Outbound voice on VAPI + ElevenLabs UK voices. Telephony via Twilio (UK numbers, call recording, DNC compliance). Orchestration on n8n. Data storage in Supabase for anything the CRM cannot hold natively. Scraping and enrichment on Apify. We integrate to Bullhorn, Vincere, JobAdder, Recruit CRM, and generic pipelines via webhook.
How much does this cost a small agency?
Solo-desk build: £1,500–£2,500. 3–8 consultant agency: £2,500–£4,500 build depending on how many CRM writebacks are in scope. Monthly retainer covers hosting, VAPI/Twilio usage (typically £0.06–£0.12 per screening minute), prompt tuning, and support. Payback on Ava alone is typically inside 6 weeks if you screen more than 100 applicants a month.
Is candidate data handled compliantly?
Yes. Call recordings and transcripts stay in UK/EU regions. We provide a data processing agreement and a candidate-facing consent script the AI reads at the start of every outbound call. Retention windows match REC guidance. No candidate data is used to train any third-party model.
Frequently asked questions
Will candidates realise they are speaking to an AI?
Ava discloses at the start of every call — REC guidance and UK Ofcom rules require it. In our experience 80%+ of candidates complete the screen anyway; those who prefer a human consultant are routed straight to your team.
Which CRMs do you integrate with?
Direct integrations for Bullhorn, Vincere, JobAdder, Recruit CRM, and Salesforce. For anything else we use the vendor's public API or a webhook bridge. If your CRM has no API at all we recommend a mirror layer during the free audit.
Can Ava handle contract as well as perm screening?
Yes — contract screens are usually shorter (rate, availability, IR35 status, right to work) and Ava handles them well. We build a separate script per desk if perm and contract questions differ significantly.
What about GDPR and call recording consent?
The disclosure at call start satisfies both AI-disclosure and recording-consent requirements. Candidates who refuse have their call terminated and no recording retained. All handled in the script — no consultant involvement.
How quickly can we go live?
3–4 weeks for a single desk. Week 1 audit + script writing, week 2 build + voice tuning, week 3 supervised parallel calling, week 4 go-live. Larger multi-desk builds run 6–8 weeks.
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