KPIs for Staffing and Recruitment Agencies
These are the KPIs a staffing or recruitment agency tracks for filling roles, margin on placements and client retention. Speed to fill and gross margin move together.
The KPIs to track
Time to hire is the number of days from a candidate entering the hiring process to accepting an offer.
Formula and SQL query on the Time to Hire page.
Fill rate
Job orders or vacancies filled divided by those received.
Gross margin per placement
Revenue from a placement minus the direct cost of the candidate, divided by revenue.
Candidate-to-placement ratio
Candidates submitted to clients divided by placements made.
Temp hours billed
Total hours worked by temporary staff and charged to clients in the period.
Placement retention
Placements still in the role after a set period, such as 90 days, divided by placements made.
Days sales outstanding is the average number of days it takes to collect payment after a sale.
Formula and SQL query on the Days Sales Outstanding (DSO) page.
Customer concentration ratio is the share of revenue that comes from your largest few customers.
Formula and SQL query on the Customer Concentration Ratio page.
Where the data usually lives
An applicant tracking and CRM system, timesheets, the payroll and invoicing system.
Measurement mistakes to avoid
- Temporary and permanent placements have different revenue timing; analyse them separately.
- Time to fill should start from a consistent date, such as when the order is confirmed.
- Funding delays can make days sales outstanding look worse than client behaviour.
Questions to ask your data
You can type these as plain questions. SchemaChat turns each one into SQL against your connected database or uploaded file, runs it, and shows the SQL and the figures it used so you can check the answer before you share it. Check that the result matches how your business defines each KPI.
- What is our fill rate by client this quarter?
- How long does it take on average to fill a role by sector?
- What is gross margin on temporary hours by client?
- Which clients make up most of our revenue?