Your consultants are copying job ads, chasing candidates by phone, and building client reports in spreadsheets. That's 22 hours a week that should be billing hours. We automate it - in under 30 days.
Every consultant in your agency is losing a full working week every month to tasks a well-built automation system could do in seconds. Here's exactly where the hours are going.
Your consultants log into Seek, LinkedIn, Indeed, and your own ATS separately - copying, pasting, and reformatting the same job description four times. A 15-minute task repeated 30+ times a month per consultant. That's an entire day, gone.
⏱ 6–8 hours/month per consultantWhen 150 applications land for a single role, your consultants open each CV individually, copy key details into a spreadsheet, and rank them by hand. Most of those hours are spent on candidates you'll never shortlist.
⏱ 3–5 hours per role filledCandidates who don't reply to the first email are mentally deprioritised. Clients who haven't responded to a placement proposal get forgotten. No CRM reminder fires. Revenue disappears quietly into a 3-week-old inbox thread.
⏱ Est. $40K+ in lost placements per yearEvery week, a consultant exports data from your ATS, pastes it into a Word doc or spreadsheet, formats it by hand, and emails it to each client. For a 10-client portfolio, that's 2–3 hours every Friday afternoon, forever.
⏱ 2–3 hours every week, per consultantSix automation systems, built custom for your agency's tools and workflows. Each one runs without your team touching it.
Enter a role once in your ATS (Bullhorn, JobAdder, or similar) and it automatically publishes formatted, SEO-optimised ads to Seek, LinkedIn, Indeed, and your website simultaneously. No copy-paste, no login juggling.
✓ Saves 6h/month per consultantIncoming applications are parsed, scored against your role criteria, and ranked automatically. Shortlisted candidates move to a review queue. Unqualified applicants receive a polite, personalised rejection - all without a human touching the inbox.
✓ 80% reduction in screening timeMulti-step, personalised follow-up sequences trigger automatically when a candidate doesn't respond, hasn't been updated, or hits a stage milestone. Sequences run across email and SMS, with replies routed back to your ATS.
✓ 3x candidate response rateCandidates select interview times from a real-time calendar link. Confirmations, reminders (48h and 2h prior), and reschedule flows are fully automated. Integrates with Google Calendar, Outlook, and your ATS to eliminate back-and-forth emails entirely.
✓ Zero scheduling back-and-forthEvery client receives a branded weekly status report pulled live from your ATS - pipeline position, shortlisted candidates, activity this week, next steps. Sent automatically every Friday morning. Consultants spend zero time on it.
✓ Saves 2–3h every FridayWhen a placement is confirmed in your ATS, a Xero invoice is automatically generated using the agreed fee, sent to the client, and tracked for payment. Overdue invoices trigger a reminder sequence. No manual invoicing, no missed billing.
✓ 100% placement billing captured"Polaris built us an end-to-end lead qualification and follow-up system in under 4 weeks. Our team now focuses on closing, not chasing. Pipeline is up 60% quarter on quarter - and we haven't added a single headcount."- Brenton T., Sales Director, Hannas Group
We've built a zero-friction delivery process so your team can keep working while we build. No long discovery phases. No six-month projects.
We spend 60 minutes with your team mapping your current workflow - where time is lost, what tools you use, and which automations will deliver the highest ROI first. You get a written report regardless of whether you proceed.
Our team designs, builds, and tests your automation systems using the tools you already have - your ATS, your email platform, Xero, and your calendar. No new software unless you want it. We handle the entire build.
We hand over a system your consultants can actually use and adjust. Training, documentation, and 90-day support included. Most teams are fully independent within two weeks of go-live.
Book a free 60-minute automation audit. We'll map exactly where your consultants are losing time and show you what we'd build - no obligation, no sales pressure.
Common Questions
Everything Australian businesses ask us before getting started.
AI automation can handle candidate sourcing, CV screening, interview scheduling, follow-up emails, job board posting, and client reporting - tasks that typically consume 15–25 hours per consultant per week. This lets recruiters focus on relationship-building and placements rather than admin.
Polaris Labs integrates with Bullhorn, JobAdder, Vincere, Salesforce, and most major ATS platforms. We also connect LinkedIn, SEEK, Indeed, and email systems for end-to-end candidate pipeline automation.
Yes - smaller agencies often benefit most, because their consultants wear multiple hats. Automating even 2–3 repetitive processes (e.g. job posting distribution and interview scheduling) can free up 8–12 hours per week per person.
A core recruitment automation build (sourcing, screening, scheduling) typically costs $5,000–$12,000 depending on your current tech stack and complexity. Most agencies recover this cost within 60–90 days through time savings alone.