You’ve already done the maths. That was never the hard part.
Every agency owner we speak to has run the numbers on the back of something. Three more consultants is comfortably six figures in salary, desk, tooling and management time before anyone writes a single placement. Meanwhile the people already on your floor are handing back a chunk of every week to formatting, chasing, updating and reporting.
Which means the growth you’re trying to hire is mostly sitting on your floor already. It’s just buried under admin.
Knowing that isn’t the hard part. Acting on it is, because the market has gone feral. Five DMs a day promising to fix your biggest challenge. Point products priced like platforms that each do exactly one thing. A CRM upsell that may or may not do what it did in the demo. So nothing gets decided, and in the meantime:
- One consultant is quietly brilliant with AI, three have never opened it, and nobody has compared notes
- Candidate CVs are going into whatever free tool someone likes the look of, anonymised if you’re lucky
- Managers are guessing where somebody is struggling instead of being able to see it
- Monday’s forecast is, if we’re all honest, a feeling
- The monthly numbers take somebody the best part of a week to pull together
The tools were never the problem.
We started Neoma because we kept watching the same two failures: a business with no idea where to start with AI, or one that bought the tools, sent everyone a login, and wondered six months later why nothing had changed. What actually changes a business is duller than the sales pitch. Pick the right handful of use cases, build workflows people will genuinely open, then go back and check whether they stuck.
We come from recruitment. Between us we’ve spent over a decade on tech recruitment desks, and scaled a consultancy to $5m ARR within 3 years. We have formatted CVs at six pm on a Friday, sat through the Monday meeting where everybody’s pipeline is looking strong, and built the spreadsheet the board pack came out of. Discovery doesn’t start with you explaining what a spec CV is.
AI Advisory & Strategy
AI Automation & Build
AI Capability Uplift
A week a month, handed back.
One of the recruitment businesses we work with is a small consultancy with big growth plans and a board to answer to. Every month the founder lost the best part of a week to the board pack, pulling numbers out of the CRM, the finance system and a couple of spreadsheets, then rebuilding the same slides she had built the month before.
Underneath it, all the usual suspects. Consultants not filling in the CRM properly, so the data wasn’t especially trustworthy anyway. A Monday forecast built on optimism. Staff quietly using ChatGPT on personal accounts.
She now has:
- A board pack that produces itself from live CRM data
- A monthly review per consultant that surfaces the coaching conversation instead of burying it
- A daily update in her inbox
- A rolling forecast built on interviews rather than on everyone having their best week
What six months usually looks like.
Four phases, shaped by whatever discovery turns up. This is the shape it normally takes.
Discovery Sprint · Weeks 1–4
We sit with your consultants and managers, map and time the repeatable work, and answer the licence question properly. You get a ranked roadmap and a workspace that is set up, seats assigned, guardrails on, and candidate data moved off personal accounts.
You end up with A ranked roadmap and a workspace the whole team can use safely.
First Wins · Weeks 4–6
AI foundations for everyone, run at mixed levels in the same room, from the consultant who has never asked an LLM anything to the twenty-year veteran with strong feelings about CV layout. Then we fix your two worst time sinks and time them before and after.
You end up with A trained team and two workflows with the saving measured rather than claimed.
Standardise · Months 2–4
Your own playbook, in your language and your process. Reusable workflows sitting in the shared workspace, so a consultant gets the house standard for a CV, a mass mail or a candidate summary without needing to know how to prompt for it. Plus coaching prompts for managers, and CRM habits that make good data the path of least resistance.
You end up with One documented way of doing each core task, actually adopted.
Embed & Measure · Months 5–6
Monthly reporting on what stuck and what didn’t, anonymised benchmarks from the other Australian recruitment agencies we work with, and a roadmap for the following year.
You end up with A measured savings report and a plan for the next twelve months.
Want to know what this would look like on your desk?
Book a 30-minute call (opens in a new tab)The reporting layer.
For firms who want more than workflows, the same engagement can put a data layer over your CRM and turn it into the reporting your managers have been building by hand. We build it in stages, once the data coming through is worth reporting on.
Predictions & Pipeline
Coaching View
Board Packs
The shots-on-goal report someone rebuilds every Monday is usually the first thing to go.
Someone on your team pasted a CV into ChatGPT this week.
Not a hypothetical. It’s the most common thing we find in week one, and it’s almost never anything sinister. It’s a consultant under pressure using the fastest tool in front of them.
Here is why it matters more than it did eighteen months ago. Since 10 June 2025, Australia has had a statutory tort for serious invasions of privacy, and misuse of private information sits squarely inside it. An individual can bring a claim directly. Remedies include damages, injunctions and court-ordered apologies. The OAIC doesn’t administer it, so there’s no regulator in the middle deciding whether a complaint is worth anyone’s time. A candidate who finds out their CV went somewhere it shouldn’t have can simply go.
We close this in week one, before anything clever gets built, because there’s not much point automating on top of an exposure. And whoever you end up working with, get it closed. It stays fine right up until it very much isn’t.
(We’re not lawyers and none of that is legal advice. It’s just the bit we make sure is handled before we start.)
Staged, so you prove it before you commit to it.
Two fixed-fee stages, then an ongoing monthly partnership at whatever level suits. We scope fees per firm, because a twelve-person agency and an eighty-person group are not the same job, and the monthly level gets priced off what Stage 1 finds. You agree it with the roadmap in front of you rather than before we’ve met your team.
Stage 1
Process teardown, ranked roadmap, the licence question answered, and the team moved onto a governed workspace with a measured baseline behind them.
Stage 2
Whole-team training pitched at mixed confidence levels, plus the first two workflows built off the roadmap and measured against that baseline.
Ongoing
Working sessions, an open support channel, the next workflow off the roadmap, and a monthly adoption and savings report. The reporting layer sits here.
Licences are billed to you directly by the vendor at list price. We take no margin on them, and we will tell you if you need fewer seats than you think you do.
The questions we get asked before the first call.
We tried ChatGPT. Nobody used it. Why would this be any different?
Because a login isn’t a workflow. Handing a team a blank chat box and hoping is a bit like handing them a CRM with no fields and asking for clean data. We build the specific things your consultants do every day into the workspace, so running the house standard is faster than not running it. Then we watch the usage data monthly, and if something isn’t being opened we come back and fix it.
My consultants are billing. They haven’t got time for training.
Fair. Training is half a day for the whole team, run once, pitched at mixed levels. After that it’s working sessions rather than classroom time. The first two workflows we build are chosen precisely because they give back more time than the training cost you.
Does this work with our CRM?
We’ve built against Vincere, Loxo, Bullhorn and JobAdder. Recruit CRM and most of the others have APIs we can work with too. We scope your API properly in week one rather than promising integrations we haven’t checked, and if yours is more closed than expected we’ll tell you inside the first fortnight and build around it.
We’re only twelve people. Are we too small for this?
No. Small teams usually move faster, because there’s nobody to get sign-off from. What matters more than headcount is whether the work is repeatable, and in recruitment it always is.
How long before we see anything?
Four weeks to a roadmap you could act on with or without us. Six weeks to a trained team and two workflows with the saving measured.
What if we buy the licences and half the team doesn’t touch them?
Then you’ve overbought, which is exactly why we tell you who genuinely needs a seat before you commit. Licences are billed direct by the vendor and we take no margin on them, so we’ve no reason to talk the number up.
What happens to our candidate data?
It moves off personal accounts and into a governed workspace in week one, before anything else gets built. There’s more on that above.
Not ready to talk? Take the playbook instead.
Fourteen recruitment workflows you can run this afternoon, written for consultants rather than for prompt engineers. It’s free and it isn’t gated. No form, no email address, no sequence chasing you next Tuesday. If it’s useful and you want the rest of it, you know where we are.
Thirty minutes, and you’ll know where to start.
No deck. We’ll ask about your desk, tell you what we would look at first, and you’ll leave with something useful whether or not you end up working with us.
Book a 30-minute call (opens in a new tab)Or email partnerships@neoma.com.au