Notes for owners · Industry playbooks
How staffing agencies win requisitions after vendor approval
Vendor approval gets a staffing agency a code, not work. How to reach the person at the site who raises requisitions, reply to the first one, and keep a record that wins renewal.
The GullySales team · Updated 6 Oct 2026 · 5 min read
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Vendor approval gets a staffing agency a vendor code and a place on a list. Requisitions go to the agency whose name the site HR manager remembers, whose reply came in the same day, and who fills the role by the joining date. Win them by finding the person who actually raises the order, answering the first request with real profiles, and keeping a record that shows what you delivered.
Who raises the requisition, and is it the person who approved you?
Almost never. Procurement checks your contract labour licence, PF and ESI registrations, GST and references, then adds you to a list. After that, the order comes from somewhere else: the site HR manager, a facility manager at a hospital or tech park, a plant head, or a production supervisor who has been told to find ten operators by Monday.
For example, an agency supplying machine operators to three units in Peenya is approved at all three, yet every requisition from two of them goes to the agency whose supervisor sits in the HR cabin each morning. Ask the procurement contact for a one-line introduction to whoever raises orders, then visit that person. Bring nothing to sell. Ask how they place a requisition, what went wrong last time, and which role is hardest to fill.
What does the first reply need to contain?
The first requisition is a trial, and the reply is the first part of it. A site HR manager comparing two agencies does not read a brochure. She looks at who sent profiles first, whose candidates actually turned up, and whether the figures matched what was said.
A good first reply, sent the same day:
- The number of profiles you can send and by which date.
- What you have already confirmed with each candidate: shift timing, wage, location, joining date, whether the canteen and transport exist.
- The compliance papers, attached.
- One named person who answers for this requisition.
The third item matters more than it looks. When workers join and find the shift or the canteen is not what was described, they leave inside two weeks, and the client sees an empty position and blames the agency. Confirm those details with the worker before the joining date, in his own language.
What record should the agency keep for every site?
Procurement and site HR rarely remember what you delivered. Renewal arrives, the conversation becomes a comparison of service charges, and the agency has nothing to show except a rate.
Keep one sheet per site, filled in as you go.
| Column | What goes in it |
|---|---|
| Requisition received | Date, who raised it, role, number |
| Joining date asked | And the date actually met |
| Positions filled | By joining date or late, and by how many days |
| Replacements | Who left, when, and the reason given |
| Attendance | The site's own figure, if the client shares it |
| Compliance | PF and ESI paid on the due date, challans sent with the invoice |
None of this needs special software at the start. A spreadsheet works. The CRM page for staffing agencies shows how it grows into a pipeline view of requisitions as well as candidates.
How do you stay in front of the person who raises orders?
Visit the site on a rhythm you can keep. Ask the HR manager what is coming: a sale season, a new shift, a plant expansion, a tender. Take one page showing what you filled for them since the last visit, what you replaced and why. Meet the line supervisors too, because a supervisor who likes your workers asks HR to call you.
Keep it plain and useful. A site that gets a short, true summary from its agency begins to trust it.
What if the incumbent still gets the first call?
Ask for a small test. Offer to fill the role the incumbent keeps struggling with, or take one shift, one line or one location. Say that you will report the fill, the attendance and any replacements against the requisition record above.
Do not run the incumbent down. HR managers hear it, and they remember who said it. Meanwhile, keep your reputation clean online. An associate whose PF was missed and who writes a one-star review naming your agency is read by the HR head before the renewal meeting. The reputation management page for staffing agencies covers how to answer those.
Staffing is regulated by labour laws that differ by state and change, so check anything about licences, wages or deductions with your own compliance adviser.
What to do next
Open your vendor list and mark which approved clients have raised an order in the last six months and which have not. For each silent one, find out the name of the person who raises requisitions, and put a visit in your diary. Start the site sheet for the account that matters most, and record the next requisition on it.
The sales process page for staffing agencies sets the whole routine out. To have it read against your own accounts, book the free audit.