° Engineering services firm, Germany

The starting point

Sales tracked the clients' requests on a Planner board in Microsoft Teams, recruiting ran in an applicant tracking system and, for one of the companies, in a second system where the same positions had to be maintained again. Client requests arrived as PDFs by e-mail and were typed in, how many candidates had already been presented to the client was entered by hand, and the hours of the placed engineers, which the client is billed for, were turned into invoices in Excel and Word.

What we changed

Request and job posting

A client's request is read in as a PDF: AI picks out the title, contract type, start, duration, rate, contact and required skills, with nothing typed. One click turns it into a job posting without the client's name, on the group's careers site and automatically on free job boards. On request the AI rewrites the text, shown next to the old one and applied only after approval.

Applications and matching

Applicants fill in the form from their CV, and in the background the AI creates a profile with photo and skills. Every position lists the skills it needs with a level; the system suggests matching people, compares candidates on a radar chart and sends the candidate profiles to the client by e-mail. It also counts how many candidates have been presented.

From award to assignment

When the client accepts a candidate, one click creates the order, the project and the assignment, hires the candidate as an employee and starts two processes. For the assignment, the system asks for the signed temporary staffing contract and for the worker to be named before the start. For onboarding, the employment contract and the data protection undertaking go out for digital signature, and the signed documents land in the personnel file.

Hours and invoicing

The engineers send their timesheets from the client's system to Odoo by e-mail, and AI turns them into timesheet entries. Someone in the back office checks them and invoices the hours with one click; the invoice comes out as an e-invoice, ready to be sent to the client directly from Odoo. The payment arrives through the bank connection and is matched to the invoice, and the margin of every assignment is visible.

Several companies in one Odoo

All companies and branches of the group run in the same Odoo, each set up as its own company with its own users, its own settings and its own invoicing. Positions, candidates and assignments stay with the company they belong to, and where it helps, such as the shared careers site, the companies work together in one place.

Assistant and website

An AI assistant in the chat answers questions such as which requests are overdue or who fits a request, and shortlists candidates. We also rebuilt the company website in Odoo, with one careers site for all group companies, where each applicant's consent is stored with its wording and time.