← Case studies · AI audit · Recruitment & placement · 14 days
A placement agency billing only around 120 of its 300 to 400 clients, with $252,760 a year of documented waste
waste priced, per year
largest single leak
areas examined
A boutique placement agency: ten head-office staff placing three to four hundred families a year. This is one of the lighter entries in the library, an anonymised audit summary rather than a full deep-dive, so we will only claim what the record actually says. And what it says is blunt. A tidy-looking business, run across 27 separate tools, with a revenue hole underneath it that nobody had properly measured until the audit put a number on it.
The stack had grown to 27 tools, and the day-to-day work showed it. Building a single applicant profile took about 20 minutes across three different tools, repeated for every applicant, every placement. Follow-up had gaps too: around half of the clients who eventually converted had made earlier enquiries that received no nurture at all. Those ones happened to come back on their own. The ones who did not come back are the ones nobody ever counted, which is exactly why this kind of leak stays invisible for years.
Findings & waste analysis
Boutique placement agency · audited May 2026
- Of 300 to 400 clients placed a year, only around 120 were ever billed for their second instalments~120 of 300–400
- Building one applicant profile takes about 20 minutes across three tools20 min/applicant
- Around half of converting clients had earlier enquiries that received no nurture at all~50%
- The whole business runs across a stack of 27 separate tools27 tools
- Total documented waste across the audit$252,760/yr
figures verbatim, in the client’s own rates · names removed
The audit documented $252,760 a year of waste. The headline finding was the billing gap: of the 300 to 400 clients placed each year, only around 120 were ever billed for their second instalments. Not disputed invoices, not bad debt. Simply never invoiced. That is pure revenue leak, money the business had already earned walking straight past the front desk. The audit also projected the figure could reach $721,609 a year once the full pipeline of improvements was counted, though the documented number is the one we stand on.
Free 30 min · one process priced live, like the lines above
How it ran before
- Of 300 to 400 clients placed a year, only around 120 were ever billed for their second instalments
- Building one applicant profile takes about 20 minutes across three tools
- Around half of converting clients had earlier enquiries that received no nurture at all
The blueprint we handed over
- handed over centres on closing the billing gap first: make second instalments impossible to miss, so every placed client gets invoiced as a matter of course rather than a matter of memory.
- Then collapse the 20-minute applicant profile into one entry that flows across the tools instead of being re-keyed three times.
- And put a simple nurture sequence on enquiries, so the half who used to drift away between first contact and conversion get followed up on purpose instead of being left to wander back by luck.
This audit's findings, laid out as the client received them, names removed. The full deliverable maps every process, prices every leak, and ends in a build plan in priority order.
Walk through a full sample audit →Kickoff
Team sessions, every handoff mapped
Every leak priced in their rates
Findings + blueprint, live
None of this was visible from the owner’s chair.
Found by mapping the operation person by person, and pricing what came up. Same method, your rates: 3× the fee in findings, or the audit is free.