Customer story
A recruitment firm cuts shortlisting from 4.2 to 1.1 days.
A Hyderabad B2B recruitment firm ran candidate pipelines across spreadsheets and WhatsApp groups, delivering shortlists in 4.2 days against a 24-hour market expectation. Webzenia built an automated pipeline with AI shortlisting.
The challenge
A Hyderabad B2B recruitment firm was running candidate pipelines across spreadsheets and WhatsApp groups. Shortlists took 4.2 days to deliver against a market expectation of 24 hours.
The firm was losing mandates to faster rivals. Recruiters spent their days on coordination, copying candidate details between chats and sheets, instead of placing people. Invoicing was just as manual, with 12 errors a quarter slipping through.
The approach
Webzenia built an automated candidate pipeline that pulled applicants out of WhatsApp Business API and spreadsheets into one structured system. Every candidate entered the same workflow with the same fields, so nothing lived only in a chat thread anymore.
An AI shortlisting layer on OpenAI and Anthropic read each role brief and ranked candidates against it. Recruiters reviewed a ranked list instead of reading every CV from scratch.
We ran the pipeline on n8n and synced records into Zoho, which gave the firm one source of truth for every mandate. Invoicing was wired into the same flow, with Razorpay handling payment, so amounts were generated from placement data rather than retyped.
The build ran 9 weeks. Webzenia trained the shortlisting model on the firm's own placement history so its ranking matched how the firm actually judged fit.
The results
Shortlist delivery dropped from 4.2 days to 1.1 days, inside the window clients expected. The firm stopped losing mandates to faster rivals.
Recruiter output nearly doubled, from 3.4 to 6.1 placements per recruiter a month. Recruiters now spend their time placing candidates instead of moving data between chats and sheets.
Invoice errors went from 12 a quarter to zero. Invoices are generated from placement records rather than typed by hand, so the numbers match the work.
The stack behind it
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