Contracts, commission splits and invoice reminders for a recruitment agency

The problem

The agency places people in contract roles, so every placement brings dates to track, invoices to send and commission to split between the account managers and recruiters involved. Contract details lived in the applicant tracking system and in two Airtable tables that slowly drifted apart. Invoice reminders depended on someone remembering, and working out who earned what each month meant cross-checking by hand.

What we worked on

I work on the agency's Airtable and automations alongside their team and their in-house developer. Together we've covered:

• One source of truth for contracts. I mapped the fields between the applicant tracking system and Airtable and checked the two contract tables record by record until there was zero drift, so they could be merged.

• Automatic start and end tracking. An hourly automation works out which contracts are starting, running, ending or extended, so nobody has to update a status by hand. Extensions are logged with their own history.

• Commission splits for each placement and each monthly retainer, worked out from the contract instead of a separate spreadsheet.

• Invoice reminders that go out by themselves when an invoice is overdue, with a test mode we used to check every email before switching it on.

• A data integrity monitor that flags records that don't match between the systems, so they get fixed before anyone pays out on them.

The result

• Contract data agrees everywhere, so reports and payouts come from the same numbers.

• Invoices get chased on time without anyone setting reminders.

• Monthly commission is a check, not a project. The numbers are already there, and the monitor points at anything that looks wrong.

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