Mach Lilies
References, right-to-work and timesheets, collected before they hold up a placement — or Friday's payroll.
Every shortlist starts a paper chase: right-to-work documents, references, and the email ping-pong over interview times. Then Friday brings the temp timesheet scramble before payroll cut-off. Mach Lilies builds an AI helper that runs those chases for your agency — from your consultants' addresses, in their tone — so your team gets back to placing people.
Works with Bullhorn, Vincere and JobAdderEvery action loggedYou approve what goes out
The problem, as your team knows it
A placement rarely falls through because the candidate was wrong. It falls through because the file wasn't ready. The client says yes, then everything waits: a referee who hasn't replied, a right-to-work check that hasn't been verified, a DBS or certification still pending. Every quiet day gives the candidate time to take another offer. And while the file sits incomplete, your consultants are doing compliance admin — chasing referees, checking documents, reformatting CVs — instead of the thing that actually earns fees: placing people.
Then there's Friday. If you run temps, you know the timesheet scramble: hours missing, client approvals late, payroll cut-off getting closer all afternoon. Someone drops everything to ring round. Miss the cut-off and a temp doesn't get paid on time — and unpaid temps don't stay your temps for long. It happens every single week, and it never gets easier.
What the helper actually does
A working week, in order:
- Starts the compliance chase the moment a candidate is shortlisted — references requested, right-to-work documents asked for, DBS or certifications checked against what the role needs.
- Reformats CVs to your house style and queues them for the consultant to approve before anything goes to a client.
- Runs each interview scheduling thread to a confirmed slot — collects availability from candidate and client, proposes times, confirms, and sends the details to both sides.
- Nudges referees and candidates who go quiet, politely and on the schedule you set, until the file is complete.
- Chases every temp timesheet before payroll cut-off — and chases the client approvals too, so the hours arrive signed off, not just submitted.
- Files what comes back — references, right-to-work documents, certificates — to the right candidate record, and flags the judgement calls to a person: the reference with a caveat, the visa that needs a human eye.
- Sends you a Friday summary: files completed, placements unblocked, timesheets in before cut-off.
You choose the autonomy level. Most agencies start with every candidate and client email requiring one-click approval, then loosen it as trust builds. Nothing is sent that you haven't allowed.
Works with what you already use
No new software, no migration, nothing for your consultants to learn. The helper works alongside Bullhorn, Vincere and JobAdder, sends and reads email through Outlook or Gmail, and keeps candidate records updated where your team already looks — and most recruitment tools besides. We confirm your setup in the free chat.
What it costs
Setup
from £3,500 fixed
The chasing helper connected to your email, CRM and candidate records, tested on a pilot batch of your live roles.
Run
from £600 per month
Monitoring, improvements, the Friday summary, and support.
Rule of thumb
A desk placing 4+ candidates a month loses a day a week to compliance chasing. Get that day back on each desk and the helper pays for itself.
We're taking on two founding clients this quarter with no setup fee
— in exchange for honest feedback and a case study.
Questions recruiters ask
Is candidate data safe — GDPR and all?
Yes. Right-to-work documents and references are handled under a data processing agreement, the helper only touches the mailboxes and records you authorise, nothing is ever used to train AI models, and every action is logged. Full details are on our data safety page — written so you can forward it to whoever asks.
Do we need to change software?
No. The helper works alongside what you already run — Bullhorn, Vincere, JobAdder, Outlook, Gmail and most recruitment tools. We connect to your setup rather than replacing it.
How long until it's working?
Two to three weeks from our first proper conversation, including a pilot on a batch of your live candidates. During the pilot your consultants approve everything the helper sends, so trust is earned before anything runs on its own.
Will candidates think it's spam?
No — messages come from your consultant's address, in their tone. A candidate sees a prompt, polite email from the person handling their placement, not a robot from an unknown address. Most only notice one thing: your agency has become very quick at getting back to them.
Can it handle timesheet chasing for temps?
Yes — Friday's most thankless job, gone. The helper chases every temp for their hours, chases the client approvals too, and flags anything still missing well before payroll cut-off, so nobody spends Friday afternoon ringing round.