How PermitFlow Cut Time-to-Hire by 50% with AI Agents

Building a Scalable Process as the Founding Talent Hire

When Jason joined PermitFlow to lead recruiting, there was no pipeline, no tooling, and multiple roles to fill. The challenge wasn’t just introducing a new process, but it was building one that could scale efficiently from day one. 

However, the goal was clear: hire the best people in engineering, ops, and go-to-market in the most scalable way possible. 

“Over the past couple of months, I've really been thinking about how AI will help make talent acquisition more efficient… trying to find the best tools that can alleviate those pain points.”

Jason wasn’t looking to just scale headcount to keep up, he wanted to scale output. His goal was to build a high-velocity recruiting engine that could run on structure, automation, and had a clear definition of quality. 

“There are so many manual things we do in talent acquisition. How do we automate that out? What are the pain points we can solve so recruiters can focus on what brings value to the teams and ultimately the company?”

After evaluating several options, Jason decided on Juicebox for its end-to-end sourcing system — combining search, sequencing, contact data, and Ashby integration, all in one place. 

A Systemic Approach to Top-of-Funnel

Jason’s approach to top-of-funnel is methodical. For every open role, he builds a weekly outreach plan based on when the hire needs to be made, and reverse-engineers how many prospects they need to engage to hit that goal. 

With Juicebox, PermitFlow’s team is consistently ahead of schedule.

“We map out when we want to hire someone, and then work backwards to figure out how much outreach we need each week. Juicebox usually lets us hit those targets faster than we planned, just because it’s that efficient.”

Instead of jumping between tabs, tools, and spreadsheets, Jason’s team uses Juicebox to search, sequence, and launch outreach in a single workflow.

“Juicebox has been a huge administrative lift off the team. Sourcing, market mapping, sequencing, contact info — it’s all in one place.”

Scaling Bandwidth with AI Agents

Juicebox’s AI agents are core to how Jason’s team operates. While recruiters focus on Tier 1 candidates, agents run in parallel — sourcing Tier 2 and Tier 3 profiles by geography, background, or other criteria.

“My CTO asked, ‘Why do you need agents if your recruiters are already sourcing?’ I said: agents complement their work. If we want to prioritize candidates in New York, I’ll assign a recruiter there — and have an agent quietly sourcing in San Francisco as a second option.”

This balance allows Jason’s team to stay focused while ensuring no talent is left off the table.

“All of our agents are being used today. They save us 2–3 hours a week per recruiter. That’s time we can spend on strategy, calibration, or closing.”

Integrating with Existing Tools

Juicebox integrates directly into PermitFlow’s existing stack, eliminating the typical friction of standalone sourcing tools. Whether it’s syncing with Ashby or mapping candidate markets, everything flows into one process.

“I have a very strong opinion against tools that don’t integrate with ATS software. It just creates more work. The fact that Juicebox connects directly into Ashby has been fantastic.”

Beyond time savings, the tighter integration has helped recruiters calibrate roles faster and keep stakeholders aligned.

Results from a Scalable Recruiting Engine

Using Juicebox, Permitflow transformed their recruiting operations into a faster, scalable, and more strategic system. 

• Hired a Senior Software Engineer and Operations Lead in less than 2 months of using Juicebox

• Overall time-in-process dropped from 45 days to just 20

• Recruiters consistently hitting outreach goals ahead of schedule

• AI Agents saving 2-3 hours of sourcing time per recruiter, per week to focus on higher priority roles and candidates

Beyond the two senior roles they filled, they now have a repeatable engine for hiring with fewer manual steps and better talent quality.