Why the Right Tools Make the Difference in Staffing
A staffing company juggles dozens of processes: recruiting, staffing, assignment tracking, billing, bench management, client relations...
Without the right tools, it's chaos:
- Data scattered between Excel, emails, and sticky notes
- Time wasted on re-entry and searching for information
- Staffing errors and missed opportunities
- Time-consuming manual reporting
With the right tools, it's efficiency:
- 360° view of consultants, clients, and assignments
- Automation of repetitive tasks
- Data-driven decisions
- 5 to 10 hours saved per week per employee
What This Article Covers
- The tool categories needed for a staffing company
- Detailed comparison of main solutions
- Pricing grid and total cost of ownership
- Selection criteria based on your size and needs
- Experience feedback and recommendations
The 5 Tool Categories for Staffing Companies
Overview
| Category | Main Function | Essential? |
|---|
| ATS (Applicant Tracking System) | Manage recruiting and applications | ✅ Yes |
| CRM (Customer Relationship Management) | Manage client relationships and sales | ✅ Yes |
| Staffing / Resource Management | Assign consultants to projects | ✅ Yes |
| ERP / Management | Billing, accounting, HR | ✅ Yes |
| Complementary tools | Enrichment, automation, BI | 🟡 As needed |
The Silo Problem
Most staffing companies use separate tools for each function:
- An ATS for recruiting
- A CRM (or Excel) for clients
- Another tool (or Excel) for staffing
- An ERP for billing
Result: data is fragmented, teams waste time synchronizing, and nobody has a global view.
2025 trend: unified platforms combining ATS + CRM + Staffing.
Comparison: ERP / Global Management Solutions
These tools cover all needs: HR, staffing, billing, reporting.
BoondManager
| Criterion | Evaluation |
|---|
| Positioning | Complete ERP for staffing companies |
| Strengths | Very complete, French market reference, active community |
| Weaknesses | Dated interface, learning curve, little AI |
| Target size | 20 to 500 consultants |
| Price | From €49/user/month |
| Overall rating | ⭐⭐⭐⭐ (4/5) |
: Established staffing companies seeking a complete, proven solution.
Karanext (formerly Everwin)
| Criterion | Evaluation |
|---|
| Positioning | Business ERP for service companies |
| Strengths | Advanced HR features, time management, integrated payroll |
| Weaknesses | Complex interface, less recruiting-oriented |
| Target size | 50 to 1000 consultants |
| Price | On quote (typically €60-100/user/month) |
| Overall rating | ⭐⭐⭐⭐ (4/5) |
: Medium/large companies with strong HR needs.
Akuiteo
| Criterion | Evaluation |
|---|
| Positioning | ERP for consulting and engineering firms |
| Strengths | Advanced project management, multi-currency, international |
| Weaknesses | High price, heavy implementation |
| Target size | 100+ consultants |
| Price | On quote (€80-150/user/month) |
| Overall rating | ⭐⭐⭐⭐ (4/5) |
: Large groups and international companies.
ATS Comparison (Recruiting Software)
Tools specialized in recruiting and application management.
Cobalt
| Criterion | Evaluation |
|---|
| Positioning | Unified ATS + CRM + Staffing platform with AI |
| Strengths | Modern interface, integrated AI, automatic matching, all-in-one |
| Weaknesses | Newer solution, fewer historical references |
| Target size | 5 to 200 consultants |
| Price | From €79/user/month |
| Overall rating | ⭐⭐⭐⭐⭐ (4.5/5) |
: Modern staffing companies wanting to unify tools with AI.
Bullhorn
| Criterion | Evaluation |
|---|
| Positioning | Global ATS/CRM leader for staffing |
| Strengths | Very complete, many integrations, robust |
| Weaknesses | High price, sometimes complex interface, US-centric |
| Target size | 20 to 1000+ consultants |
| Price | From €99/user/month |
| Overall rating | ⭐⭐⭐⭐ (4/5) |
: Large staffing companies and international agencies.
Recruitee
| Criterion | Evaluation |
|---|
| Positioning | Modern, collaborative ATS |
| Strengths | Excellent UX, easy to deploy, good price |
| Weaknesses | Not suited to staffing model (no staffing features) |
| Target size | All sizes |
| Price | From €199/month (team) |
| Overall rating | ⭐⭐⭐⭐ (4/5) |
: Internal corporate recruiting, less for staffing.
CRM Comparison
For managing sales relationships and client tracking.
HubSpot CRM
| Criterion | Evaluation |
|---|
| Positioning | Leading freemium CRM |
| Strengths | Generous free version, easy, integrated marketing |
| Weaknesses | No staffing functions, expensive premium |
| Price | Free then €45+/user/month |
| Overall rating | ⭐⭐⭐⭐ (4/5) |
Salesforce
| Criterion | Evaluation |
|---|
| Positioning | World's leading CRM |
| Strengths | Ultra complete, customizable, rich ecosystem |
| Weaknesses | Complex, expensive, requires expertise |
| Price | From €75/user/month |
| Overall rating | ⭐⭐⭐⭐ (4/5) |
Pipedrive
| Criterion | Evaluation |
|---|
| Positioning | Simple pipeline-oriented CRM |
| Strengths | Very visual, easy, good price |
| Weaknesses | Basic for staffing needs |
| Price | From €15/user/month |
| Overall rating | ⭐⭐⭐ (3.5/5) |
Essential Complementary Tools
Data Enrichment
| Tool | Use | Price |
|---|
| Kaspr | Emails/phones from LinkedIn | €49/month |
| Lusha | Professional contact info | €39/month |
| Hunter.io | Find emails | €49/month |
Outreach Automation
| Tool | Use | Price |
|---|
| Lemlist | Personalized email sequences | €59/month |
| La Growth Machine | Multichannel (email + LinkedIn) | €80/month |
Time Tracking
| Tool | Use | Price |
|---|
| Harvest | Time tracking | €12/user/month |
| Toggl | Simple time tracking | Free then €10/user |
Billing / Accounting
| Tool | Use | Price |
|---|
| QuickBooks | Simple billing | €15/month |
| Xero | Complete accounting | €25/month |
Pricing Grid: How Much Does a Staffing Stack Cost?
Scenario 1: 10-consultant company (budget stack)
| Tool | Monthly Cost |
|---|
| Cobalt (ATS + CRM + Staffing) | 3 users × €79 = €237 |
| QuickBooks (accounting) | €25 |
| Kaspr (enrichment) | €49 |
| Total | ~€310/month |
Scenario 2: 50-consultant company (standard stack)
| Tool | Monthly Cost |
|---|
| BoondManager | 10 users × €49 = €490 |
| HubSpot CRM (free) | €0 |
| Kaspr | €49 |
| Harvest (time) | 50 × €12 = €600 |
| Total | ~€1,140/month |
Scenario 3: 200-consultant company (enterprise stack)
| Tool | Monthly Cost |
|---|
| BoondManager or Karanext | 30 users × €60 = €1,800 |
| Salesforce | 10 users × €75 = €750 |
| Bullhorn ATS | 10 users × €99 = €990 |
| Total | ~€3,540/month |
How to Choose? Key Criteria
Decision Grid
| Criterion | Weight | Questions to Ask |
|---|
| Business fit | ⭐⭐⭐⭐⭐ | Is it designed for staffing? |
| Ease of use | ⭐⭐⭐⭐ | Will my teams adopt it? |
| Integrations | ⭐⭐⭐⭐ | Does it connect to my other tools? |
| Price / ROI | ⭐⭐⭐⭐ | Does time saved justify the cost? |
| Scalability | ⭐⭐⭐ | Will it follow my growth? |
| Support | ⭐⭐⭐ | Responsive? In my language? |
Recommendations by Size
| Company Size | Our Recommendation |
|---|
| 1-10 consultants | Cobalt or light stack (Pipedrive + Notion) |
| 10-50 consultants | Cobalt or BoondManager |
| 50-200 consultants | BoondManager or Karanext |
| 200+ consultants | Karanext, Akuiteo or custom |
Mistakes to Avoid
| Mistake | Consequence | Solution |
|---|
| Choosing generic tool | Not suited to staffing needs | Prioritize industry-specific tools |
| Stacking too many tools | Data silos, re-entry | Seek unified solutions |
| Underestimating adoption | Unused tool = wasted money | Train and support |
| Choosing on price alone | False savings | Calculate overall ROI |
| Not testing in real conditions | Bad surprises | Request POC/pilot |
Conclusion: Invest in the Right Tools
Tools aren't an expense—they're an investment.
Want to go further?
Discover how Cobalt can help you.
See demo
A 50-consultant company that saves 2h/week per recruiter thanks to tools means:
- 400 hours saved per year
- That's €20,000+ in productivity gained
- For a €10,000/year tool investment
Tool selection is strategic. Take time to choose well.
Our Final Recommendations
| Profile | Our Recommendation |
|---|
| Modern company seeking efficiency | Cobalt (unified + AI) |
| Established company wanting solid | BoondManager |
| Large international company | Bullhorn + Karanext |
| Small company on tight budget | Pipedrive + Notion + Harvest |
