1. Understand your operation
We look at your existing systems, processes and where unnecessary work is happening.
Operational Technology for recruitment agencies
Technology that makes your recruitment operation work better
Disconnected systems and manual processes create unnecessary work across your back office. From Quartz and AI-powered timesheets to integrations and bespoke workflows, our technology reduces admin, improves visibility and is built around how your agency actually works.
Recruitment technology built around your operation
Automate time-consuming processes
Reduce manual work across timesheets, approvals, Pay & Bill, invoicing and reporting, giving your team more capacity without adding unnecessary back-office resource.
Connect the systems you already use
Bring your CRM, contractor management, payroll and finance systems together so information moves between them without constant re-keying.
Build workflows around your agency
Your technology shouldn’t dictate how you operate. Configure processes and integrations around your clients, contractors and internal workflows.
Turn operational data into useful insight
Bring live operational and financial information into clear dashboards, helping you understand performance and spot issues sooner.
Improve the contractor and client experience
Make timesheets, approvals and communication simpler for the people interacting with your agency, not just your internal team.
Scale without adding complexity
Build an operational infrastructure capable of handling greater contractor volumes without processes becoming harder to manage.
Recruitment technology from Sapphire
Quartz: contractor management, timesheets and Pay & Bill
Quartz is our contractor management platform built specifically for recruitment agencies.
Manage assignments, timesheets, approvals, expenses, Pay & Bill, invoicing and reporting through connected workflows, with automation and AI reducing the manual work behind every placement.
Because every agency operates differently, Quartz can be configured around your processes and connected to the systems you already rely on.
Integrations
Connect your recruitment technology stack
Connect Quartz with CRM, payroll, accounting and other systems to reduce duplicate entry and keep information moving across your operation.
From existing integrations with platforms such as Bullhorn and Xero to bespoke API development, we build around your existing technology rather than forcing you to start again.
Prizm
Digital tax software built for Making Tax Digital
Prizm helps sole traders and personal landlords manage self-assessment and quarterly tax submissions digitally, making tax administration simpler and supporting Making Tax Digital requirements.
Technology that works with what you already have
We work with your current technology stack, including CRM, Finance and Payroll to connect the systems that matter, remove unnecessary manual steps and create a more joined-up operation.
Where an off-the-shelf connection doesn’t exist, our in-house development team can build APIs around your requirements.
2. Design the right setup
We configure workflows and integrations around the way your agency operates.
3. Implement and connect
Our team handles configuration, integrations and migration, with minimal disruption to your operation.
4. Support you as you grow
Training, account management and ongoing development help your technology evolve alongside your agency.
Up to 80%Reduction in back office admin
11Timesheet document types supported by AI
500+Recruitment agencies across the Sapphire network
12+ yearsUnderstanding recruitment operations
Bullhorn + XeroConnected to the systems agencies already use
Sapphire is a trusted, compliance-first partner. Alex is always on hand, respectful of our preferred ways of working and quick to resolve queries and payment issues. As umbrella legislation changes, their audit-ready approach and clear, timely communication give us and our contractors real confidence.
Sophie Anderson, Associate Director, Venn Group
I have worked with Sapphire for a number of years and have consistently found their service and attention to detail in account management to be exceptional. Marcus, in particular, stands out — he resolves any issues quickly and, no matter how busy he is, always takes the time to personally speak with customers and clients. That level of dedication goes a long way. I would highly recommend Sapphire.
Jim Fleming, Director, Buildforce Solutions
I’ve worked with Sapphire for years and brought the relationship over to my own agency. They register temps quickly, keep us updated throughout and make sure they’re paid reliably each week. Any issues are resolved swiftly, allowing me to focus on placing temps with complete confidence. Jake’s guidance was also invaluable when launching my business, and the whole team consistently goes the extra mile. I see Sapphire as an extension of my accounts department and couldn’t recommend them highly enough.
Luke Lysandrou, Director, LLC Recruitment
We’ve worked with Sapphire for over a year and have found them an excellent company to deal with. The Quartz system is easy to use, but what really stands out is their proactive customer support and willingness to listen, adapt and accommodate the specific requirements of our business. Ray, Shauna and the wider team are responsive, practical and genuinely great people to work with. I’d have no hesitation in recommending them.
Steve Gearing, Managing Director, Gearing Recruitment Solutions
Recruitment technology insights
Practical guidance on automation, AI, integrations and the technology changing recruitment operations.
Marcus Higginbottom celebrates 10 years at Sapphire – Q&A
Sapphire surpasses £1 million in contractor profit-share bonuses
New Sapphire portal gives agencies and MSPs instant payroll evidence
Sapphire Payroll Transparency Portal Q&A: evidence you can access quickly
Sapphire’s year in review: strengthening trust, unlocking ambition
Building on Trust: Sapphire Welcomes Major New Payroll Client
Ben Fitzgerald has been named Best Contractor Accountant at The Contracting Awards 2025
Sapphire wins Best Umbrella Company at The Contracting Awards 2025
One partner for everything your agency needs
Sapphire combines operational technology services with contractor services, financial intelligence and operational technology under one roof. That means less time coordinating between providers and more time focused on growth.
Contractor services
Fully managed UK and international contractor payroll, with FCSA-accredited compliance built in.
Global workforce
EOR, AOR and international payroll across 102+ countries, managed by dedicated specialists.
Accounting & intelligence
Real-time financial insights and benchmarking to help you make faster, better-informed decisions.
Trusted by agencies
Trusted by 500+ recruitment agencies, with eight years of FCSA accreditation and an Excellent Trustpilot rating from 5,000+ reviews.
Accreditations
Frequently asked questions
What is recruitment operational technology?
Recruitment operational technology is software and tooling built to manage the back-office processes that keep a recruitment agency running: timesheets, payroll, expense approval, compliance checks and invoicing.
Sapphire’s operational technology brings these processes together in one connected system rather than leaving them spread across disconnected tools. It includes Quartz, a cloud-based platform built exclusively for recruitment agencies, which integrates with leading CRM, payroll and finance systems and reduces back-office admin by up to 80%. Alongside Quartz, Sapphire also provides Prizm, a digital tax return tool for contractors, which reduces the burden on contractors and means fewer admin queries landing with your team.
Which recruitment processes can be automated?
The most time-consuming back-office tasks in a recruitment agency, timesheet collection, pay and bill processing, expense management, compliance checks and payment reconciliation, can all be automated with the right technology.
Sapphire’s Quartz platform includes:
- AI-powered timesheet processing that reduces manual handling and the risk of errors
- Configurable approval workflows tailored to how your agency operates
- Automated compliance checks built into payroll processes
- Payment reminders that support consistent cash flow
For agencies managing high contractor volumes, this level of automation makes a measurable difference to both capacity and accuracy.
How does technology reduce recruitment agency administration?
It removes the manual steps between data entry, approval and payment. Without integrated technology, most agencies rely on disconnected systems, duplicating data across a CRM, a timesheet tool and a payroll system. That duplication creates delays, errors and unnecessary back-office headcount.
Sapphire’s approach connects those processes within a single operational infrastructure. Through Quartz, contractor records pull through automatically from your CRM, timesheets feed directly into Pay and Bill, and payroll runs with fewer manual interventions. Agencies using Quartz have reduced back-office administration by up to 80%.
Contractor-facing tools also play a role. Prizm, Sapphire’s digital tax software for contractors, handles HMRC submissions and quarterly returns on the contractor’s behalf. That means fewer queries coming back to your team and a smoother experience for contractors working under your agency.
How can recruitment systems be integrated?
The right operational technology connects your existing tools rather than replacing them. Sapphire’s Quartz platform integrates with leading CRM, payroll and finance systems, including:
- Bullhorn: contractor records sync automatically from your CRM into Quartz, removing duplicate data entry and supporting streamlined timesheet and Pay and Bill workflows
- Xero: financial data flows between Quartz and your accounts, reducing reconciliation time
- Additional integrations are available, and Sapphire’s in-house development team can build bespoke API connections where standard integrations don’t cover your requirements
If you’re already running Bullhorn as your core system of record, you can adopt Quartz for timesheets and Pay and Bill without disrupting how your consultants work day-to-day.
How can recruitment agencies improve operational efficiency?
Operational efficiency improves when your systems share data, your workflows run without manual chasing and your reporting gives you a real-time view of what’s happening across the business.
Sapphire’s operational technology supports this in three ways. First, automation reduces the time your team spends on repetitive tasks like chasing timesheets, re-entering contractor data or reconciling payments manually. Second, configurable workflows in platforms such as Quartz let you build processes around how your agency actually operates, not around the constraints of generic software. Third, analytics powered by AWS QuickSight bring your operational and financial data together in dashboards you can act on.
The commercial impact is fewer errors, faster payment cycles and a back-office team that can handle more volume without adding headcount.
What should recruitment agencies look for in operational technology?
The most important factors are whether the software was built for recruitment, how well it integrates with your existing systems and whether it’s backed by a team who’ll develop it as your needs change.
Generic back-office software often requires significant configuration and still falls short on recruitment-specific workflows. Purpose-built tools handle the nuances of contractor management, multi-rate Pay and Bill and timesheet approval without the need to build workarounds.
How long does implementation take?
Most agencies can be operational within a couple of weeks of their first conversation with us. Timelines vary depending on the complexity of your existing setup, but our team manages the process end to end so the impact on your day-to-day operations is minimal.
