Solutions
CRM, ATS and outbound systems for professional services firms
For recruitment consultancies, executive search, advisory and agency firms whose client, candidate and pipeline data is spread across a generic CRM, spreadsheets and inboxes. We build the system that matches how the desk actually works, and the outbound engine that runs without a team on it.
Lead-cycle time on GetBoardWise outbound (3 days → 16 hours)
AI runs at 99.9% uptime on the GetBoardWise production platform
LLM providers run in parallel for CV parsing on the Callan Hawkins ATS
The processes we are asked to fix in professional services firms
CRM and ATS that fit the desk
Generic CRMs force recruiters and consultants to bend their process to the tool. A system built around your entities (clients, roles, candidates, engagements) with the permissions and views each role actually needs.
Outbound that runs without a team
Prospecting that depends on a person copying names into a tool and remembering to follow up. An outbound engine with QC, personalisation, scheduling and alerts, measured on cycle time and reply rate.
Client reporting
The monthly client pack assembled from the CRM, timesheets and email. Dashboards and scheduled reports per client, pulled from the systems you already run.
Lead-to-meeting
Inbound enquiries and referrals that sit in an inbox until someone has time. Capture, qualification and booking handled automatically, with the right person notified.
Professional-services systems we have shipped
Recruitment CRM and ATS, board-level outbound, and planning platforms, built for firms whose product is their people and their pipeline.
Callan Hawkins
An enterprise CRM and ATS for recruitment consultancies: AI-powered CV parsing running OpenAI, Gemini and Claude in parallel for cost optimisation, dynamic role-based access across clients, jobs and candidates, document versioning and secure REST APIs for downstream integration.
3 LLM providers in parallel for CV parsing
Dynamic RBAC across clients, jobs and candidates
Document versioning and audit trail
Secure REST APIs for integration
GetBoardWise
A five-app platform (API, admin portal, client portal, jobs worker, sales service) orchestrating end-to-end LinkedIn outreach for board-level prospecting: AI QC pipeline, personalised messaging via Claude Sonnet and GPT-4o, campaign execution with anti-detect profiles and residential proxies, and a pre-sales pipeline from Typeform through HubSpot.
Cycle time reduced 78% (3 days → 16 hours)
+19 NPS across 12K+ runs at 99.9% uptime
Zero double-bookings via real-time calendar sync
Multi-channel alerting with auto-escalation
WhatNext
Planning and workload management on a proprietary Urgency-Weighted Fair Share Scheduling algorithm, with real-time Google and Outlook calendar sync, a three-level project hierarchy, Gantt and Kanban views, timesheets, competency tracking and enterprise audit compliance.
Proprietary scheduling algorithm
Live Google + Outlook calendar sync
Gantt, Kanban, timesheets in one system
Enterprise audit and compliance built in
Does your CRM match how the desk works, or the other way round?
What a build like this looks like in practice
Lead-cycle time
on GetBoardWise, from 3 days to 16 hours
Uptime across 12K+ AI runs
because AI calls sit in a real job queue with retries and fallbacks
Weeks for a focused CRM
one role and one workflow; multi-role platforms start as a pilot
What clients say
Their technical depth and structured execution turned our complex hiring workflows into a secure, scalable system. The team focused not just on delivery, but on building something sustainable.
Callan Hawkins
Founder
Tinkerbyte rebuilt our outbound around a real AI pipeline — campaign execution, QC, and personalization that finally moves at the speed our team needed.
GetBoardWise
CEO
Professional services firms: common questions
Should we build a custom CRM or use HubSpot / Salesforce / Bullhorn?
Off-the-shelf wins when your workflow is standard. Custom wins when the tool forces you to bend your process to fit it, which is what happened at Callan Hawkins: hyper-specific client, job and candidate relationships and parallel-LLM CV parsing that no standard ATS models. Most firms should not build custom. The ones who should, know who they are, and we will say which you are on the audit call.
How do you handle permissions across clients, roles and candidates?
Dynamic role-based access from day one, not bolted on later. Callan Hawkins ships with a permission matrix across three entity types; the same data renders differently depending on who is logged in. We build the access layer first and the features on top of it.
Is the outbound engine a managed service or software we run ourselves?
Either. GetBoardWise runs as a platform their team operates, built around QC and human review so volume stays sensible. For firms that do not want to operate it, we run it as a managed engagement with your messaging and our pipeline. The thing that makes it work is the QC layer, not the sending.
How long does a build take?
A focused CRM with one role and one workflow ships in eight to twelve weeks. A multi-role platform like Callan Hawkins or GetBoardWise is a multi-month build that starts as a fixed pilot on one workflow.
What does it cost?
Quoted as a fixed price after the Process Audit. The price moves on the number of roles and entity types, the integrations (calendar, email, accounting, job boards) and whether AI steps need tuning on your real data.
Which process goes first?
Tell us which process is still manual. The first call is a working session, not a pitch.
