As recruiters, you do a ton of manual admin work, and it rarely appears as an important metric for measuring success.
But it costs you a lot: it drags down your margins, your speed, the candidate’s experience, and more.
And over 500+ recruiting agencies can attest to this fact. Because we’ve seen agency recruiters lose 8+ hours every week to admin work that can be easily automated.
That’s almost 25% of your time that goes into summarizing interviews, updating records, and manually syncing data across platforms.
Thus, in a market where:
Manual processes don’t just slow you down. They quietly eat into your performance without ever showing up on a report.
This article breaks down the cost of manual admin work by business model:
Across all three, the article highlights the real business costs and how firms tackle them using automation.
Keep reading 🙂
In a boutique firm, you’re not just a recruiter. You’re also the client success manager, the sourcer, the interviewer, maybe even the founder.
When you have such a lean team, every minute counts.
And those minutes can’t be wasted on administrative work, which piles up faster than you interviewing a candidate.
You probably know what that looks like:
All of this just leads to recruiter burnout, which is real. In 2024, 53% of recruiters experienced burnout.
You’re already stressing over interviewing dozens, if not 100s, of candidates in the pipeline. The last thing you need is more admin work.
Plus, this burnout leads to:
And that’s exactly what Quil helps solve.
Quil’s AI platform is specifically designed for recruiters. It lets boutique teams automate interview notes, instantly sync updates into the ATS, and even customize write-ups based on the role or call type.
This is how you stay lean.
Executive search is different. It’s a custom approach for recruiting senior leaders, like CTOs, CEOs, Sales leaders, or any expert with years of experience.
They’re the stakeholders, and 70% of a company’s success comes from how engaged they stay with the team.
Thus, the stakes are high when you’re recruiting for a senior role.
Every interaction you have with a candidate is your source of truth. You can’t just scribble notes for reference.
Despite the high stakes, we’ve seen problems like:
All of this is risky because, without any effective processes in place, anyone can question the credibility of these processes.
Plus, the poor documentation makes you look sloppy, even when you’ve checked all those other boxes.
And when you send an incomplete write-up to a hiring manager or executive, it reflects on your firm. Not just the candidate.
And these admin gaps aren’t always obvious.
But they show up in:
That’s where Quil helps.
It’s built to support executive search workflows fully.
Phone call? Covered.
In-person board interview? Logged.
Custom write-up tailored to your preferred style? Automated.
And when you’re billing 5- to 6-figure retainers, these things compound.
Staffing agencies are volume-driven. Their core offer lies in how fast and how many roles they can fill in a tight timeline.
But the same problem persists: admin work slows you down.
In most staffing teams we talk to, the pain is immediate:
All of these are major, major problems.
If you don’t make a high-quality placement, you won’t only lose profit, but also your agency’s reputation.
Here’s what that admin drag costs:
And using generic AI tools won’t give you results. If you’re using AI, you might as well use something that is known for producing results. Like Quil.
Because generic AI recruiting tools won’t help you with:
So what happens?
You still spend 15–20 minutes per interview doing the work you thought you’d automated.
Now compare that to Quil:
That’s how top staffing firms scale. With 0 admin work.
Manual admin is the hidden tax on every recruiting firm. You won’t see it on dashboards. But you’ll feel it in lower retention and your tired team.
The form admin work takes varies:
But the root cause is the same: Time spent doing work that could’ve been handled automatically.
And with note takers flooding the market, real differentiation comes from going beyond “just transcribing.”
That means:
That’s what Quil is built for.
Watch this demo to see how it can help you.
Quil is an AI notetaker that assists you with automation. It counters redundant tasks like note-taking and manual updates to your Applicant Tracking System (ATS). Plus, it integrates with your favorite platforms like Zoho Recruit, HubSpot, and Salesforce, making the entire hiring process feel like a breeze.
Manual admin refers to repetitive, non-revenue tasks like writing interview summaries, updating ATS stages, syncing notes across platforms, and formatting candidate write-ups.
Based on internal data from 500+ agencies, recruiters lose up to 8+ hours per week on admin tasks that could be automated.
Quil is an AI notetaker built for recruiting teams. It automatically captures, summarizes, and syncs interviews across phone, video, VoIP, and in-person meetings, and pushes data directly into your ATS, including fields and write-ups.
Quil is purpose-built for recruiters.
It works across all call types (not just video), updates ATS fields (not just the note section), and generates tailored write-ups that match your workflow.
