Full transition from Excel-based workflows to a centralized ATS

60+ positions opened and tracked in Hirex

Custom Case Feature built specifically to support technical hiring workflows

All interview notes and case evaluations now centralized and searchable

Continuous collaboration: product feedback cycles every 2–3 months

From Spreadsheets to Smart Hiring: invent.ai’s Journey with Hirex

About the Company

invent.ai is a US-based software company specializing in AI-powered retail and supply chain solutions. With a mission to transform retail decision-making through advanced AI, invent.ai empowers global retailers to make data-driven decisions using next-generation technology. The company has experienced rapid growth, expanding its team and solution portfolio to keep pace with rising demand.

The Challenge

As invent.ai scaled rapidly, its hiring process struggled to keep up. With dozens of roles opening frequently - many of them highly technical - the team was managing candidates and evaluations through spreadsheets. This created chaos: candidate information was fragmented, case assignment processes were inconsistent, and feedback was hard to consolidate across multiple evaluators.

Attempts to adopt another ATS had already failed, due to missing features and poor usability. For a high-growth company with complex hiring workflows, invent.ai needed more than an off-the-shelf tool. They needed a customizable, scalable solution that could adapt fast to their evolving needs.

The Solution

invent.ai’s onboarding was seamless. Their existing Excel-based candidate pool was imported into the platform within days, allowing teams to continue hiring without disruption. Calendar integration and shared interview notes were instantly in place — streamlining interview coordination and feedback loops.

One of the most important developments was the Custom Case Feature, originally built in response to invent.ai’s needs. For their technical roles, case evaluation is a critical stage. They needed:

• The ability to schedule and send case assignments directly to candidates
• Involve multiple evaluators from different departments, who could fill scorecard evaluations and leave comments
• A way for the HR team to see all evaluations and feedback in one centralized place

Working closely with invent.ai, Hirex developed and refined many features to meet these requirements. Today, custom case is one of the platform’s one of the most advanced tools, and a prime example of user-driven innovation.

This kind of collaboration is ongoing: we stay in touch with invent.ai daily via a shared WhatsApp group, and hold structured feedback meetings every 2–3 months to co-develop new capabilities based on their hiring needs.

The Result

With Hirex, invent.ai moved from disorganized spreadsheets to a robust, centralized ATS tailored to their fast-paced, high-volume hiring. The team now operates with speed and structure; tracking over 60 open roles, coordinating across departments, and keeping candidate experiences smooth and professional.

Key wins include:

• Smarter hiring workflows, built around invent.ai’s real-world needs
• Full-featured case assignment and evaluation process for technical roles
• Time saved on scheduling and coordination, thanks to simple integrations
• Unlimited users and role-based access for hiring team collaboration
• Continuous support and feature co-creation through regular feedback loops

For invent.ai, Hirex isn’t just an ATS, it’s a strategic partner helping them scale smarter, hire faster, and stay ahead in a competitive tech landscape.