Reclaim.ai

Reclaim.ai is the smartest calendar app that optimizes everyone's time for better productivity, collaboration, and work-life balance.

Total hires

Avg. embedded cost per hire

$24,000

Estimated contingent cost per hire

$51,041

Avg. savings per hire

$27,041

Total estimated savings

$162,250

Henry Shapiro

Co-Founder

Invenio is a game-changer for any startup, and they are one of the few that truly “get it”. We’re definitely going to be using them again in the future for our hiring needs, and I can’t recommend them highly enough.

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As the founder of an early-stage startup, it’s hugely challenging to balance recruiting and hiring against the many things we have to do to grow and build our business. In the past, we’d tried to solve this problem by working with nearly a half-dozen recruiting firms, and we too often found that they were a costly and low-value resource that didn’t help us to source and close high-quality candidates. When we were referred to Invenio by one of our investors, we were skeptical that we’d have a different experience. Now, I can’t imagine what our hiring process would have looked like without them.

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Within a few months, we had closed 6 incredible engineering hires, and I’d estimate we ended up saving over $162,000 in terms of recruiting contingency costs. Invenio offers a unique engagement model that is truly predictable and full-service: it’s like having a full-time talent acquisition team, without the overhead of hiring a full-time resource. They embedded closely with us - everything from joining our Slack workspace to taking on a company-branded domain so that our candidates didn’t feel like they were being recruited by an external vendor - and did a stellar job of coordinating, negotiating, and closing talent with us. We had weekly check-ins that kept us all on the same page and allowed us to reshape our strategy as we learned from the candidate pipeline, and they saved us countless hours of scheduling and logistics by streamlining our interview process. This allowed us to focus on hiring the right people, without a ton of the operational overhead that comes with it.

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How Reclaim.ai rebuilt trust in recruiting - and hired 6 senior engineers in 4 months

A skeptical founding team. Highly specialized engineering hires. Zero room for error.

Reclaim.ai is the intelligent calendar platform designed to automatically protect time for work, routines, and priorities - functioning like an AI-powered executive assistant for busy professionals and teams.

Before partnering with Invenio, the company had experienced explosive growth, increasing its user base 4x in one year and 8x the year prior. As adoption accelerated, scaling the engineering organization became increasingly critical to product reliability and customer experience.

Reclaim’s platform makes millions of highly sensitive calendar decisions every day. Hiring mistakes weren’t just expensive - they could directly impact user trust and product quality. But the challenge wasn’t only finding talent. It was rebuilding confidence in the recruiting process itself.

Over the years, Reclaim had worked with multiple recruiting firms and consistently experienced poor outcomes: weak calibration, incorrect leveling, poor compensation guidance, and candidates who ultimately weren’t aligned with the company’s technical bar or culture.

When Gradient Ventures introduced Invenio, the team was skeptical. Over the next four months, that skepticism turned into a long-term partnership built on trust, execution, and results.

Functions supported

Platform, infrastructure & senior technical hiring

The challenge

Reclaim wasn’t looking for recruiting volume. They were looking for precision.

The company needed to hire highly specialized senior engineers capable of operating within a technically complex product environment - while maintaining an exceptionally high hiring bar across both technical depth and team fit.

Previous agency experience

Mismatched candidate profiles
Inaccurate leveling
Weak compensation calibration
Poor candidate experience
Limited understanding of what success actually looked like inside the organization

What the team needed

Deeply understand the technical environment
Identify non-obvious indicators of success
Operate seamlessly as part of the company
Rebuild trust through execution rather than promises

Why Reclaim chose an embedded recruiting partner

Rather than approaching the engagement as a traditional sourcing exercise, Invenio partnered closely with Reclaim’s founders and engineering leadership to understand the specific traits and operating styles that predicted long-term success inside the company.

The focus quickly shifted away from surface-level credentials and toward identifying candidates with the right technical judgment, ownership mentality, and startup adaptability required for the environment.

Embedded directly into Reclaim's workflows

Ashby ATS operations
Pipeline management
Weekly hiring calibration
Candidate coordination
Interview logistics
Offer management and closing

Candidate experience

To create a seamless candidate experience, the team also operated through a Reclaim-branded domain so candidates experienced the process as an extension of the internal team rather than a traditional outside agency.

The goal wasn’t simply to source resumes. It was to create a recruiting process the company could trust again.

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Rebuilding the engineering team

Over the course of just over four months, Invenio helped Reclaim hire six senior engineering candidates across highly specialized technical functions.

Search focus

Principal-level engineering talent
Senior Staff-level candidates
Platform and infrastructure expertise
High-ownership engineering operators

Maintaining momentum

Midway through the engagement, the team also helped replace a high-performing employee who unexpectedly departed - maintaining momentum without slowing overall hiring progress.

Because the recruiting function operated directly inside Reclaim’s systems and workflows, leadership was able to iterate quickly on calibration, candidate feedback, and compensation strategy throughout the process.

The outcomes

Over a four-month engagement, Reclaim successfully scaled senior engineering hiring while rebuilding internal confidence in the recruiting process itself.

6 senior engineering hires completed in just over 4 months

The partnership enabled Reclaim to hire highly specialized engineering talent during a critical period of product and user growth.

Recruiting process rebuilt with stronger calibration and candidate quality

The engagement established a more trusted, operationally integrated hiring process aligned closely with the company’s technical standards and team dynamics.

More than $162K saved compared to contingency recruiting

Compared to traditional recruiting agency pricing models, the embedded partnership delivered significant cost savings while providing continuity and full-cycle recruiting support.

Founded

2019

Employees

11-50

Industry

Productivity SaaS

Funding

$13.3M

Investors

Index Ventures, Gradient Ventures, Calendly, Flying Fish, Operator Partners

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One-Stop-Shop for Web3 infrastructure — embeddable wallets, minting engines, payment processing, all delivered via RESTful APIs.

Reclaim.ai is a smart calendar app that automates and defends the schedules of busy pros and teams.

hires

$329K

saved

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