Migrate from Madison Resources to Recruit CRM & ATS

Madison Workers (employee records with SSN, pay rate, tax withholding elections, direct deposit details) map to Recruit CRM Candidate records. We extract full name, contact information, employment eligibility status, and start/end dates from Madison's Worker file export. Historical pay rate and tax withholding elections are preserved as custom fields on the Candidate record for reference, since Recruit CRM does not have a native payroll tax layer.

Each Madison Assignment links a Worker to a client placement with a bill rate, pay rate, and assignment lifecycle (start, end, status changes). We split this into two Recruit CRM objects: the client-facing Job (the open requisition at the client company) and the Placement record that links the Candidate to the Job with bill/pay rate, start date, and end date. Assignment status transitions migrate as Placement status values in Recruit CRM.

Madison payroll runs contain earnings, deductions, taxes, and net pay linked to a Worker and Assignment. Recruit CRM's ATS model does not include per-pay-period payroll detail as a native object. We aggregate payroll run summaries (total gross, total net, total taxes paid per pay period) and attach them as read-only custom fields on the Placement record for audit and historical reference. Individual pay stub detail is flagged for the customer's payroll team to retain in Madison records or transfer to a dedicated payroll platform.

Madison Invoices include hours worked, bill rate, applicable markups, and status (draft, submitted, paid) linked to an Assignment. Recruit CRM tracks placement billing through custom fields or its built-in billing module depending on the customer's tier. We export invoice headers and line items preserving the Assignment linkage and map invoice status, amount, and hours to corresponding Recruit CRM placement billing fields. Customers using Recruit CRM's billing module should confirm feature availability at their selected tier before migration.

Madison handles federal, state, and local tax withholdings and filings across its multi-state coverage (48 states). We export quarterly and annual tax summary records. Per-pay-period tax detail is mapped to Candidate-level custom fields (federal withholding status, state tax jurisdiction) as of the export date. Tax filing history (W-2, 1099 artifacts) is preserved as document references rather than structured records; we include file path manifests for the customer's compliance team to relocate.

Madison provides SUTA limit reporting that flags workers approaching or exceeding state unemployment tax wage bases. These limits change annually and vary by state. We preserve the historical SUTA tracking data (current wage base position, applicable state rate, limit threshold) as custom fields on the Candidate or Placement record for post-migration reference. Current-year rate tables require manual entry into Recruit CRM's custom fields or a payroll platform post-migration.

Madison stores I-9s, signed tax forms (W-4, state equivalents), and worker agreements in a document management layer that may not be included in the standard data export. We request file-path manifests and coordinate with Madison support to include document bundles or URLs where available. Each document reference is linked to the corresponding Candidate record in Recruit CRM as a document attachment. Physical file transfer is a separate coordination step from the structured data migration.

Madison Assignment records reference client company names and sometimes client contact information for billing purposes. We extract unique client company names from the Assignment file and create Company records in Recruit CRM. Contact names associated with invoicing or billing in Madison map to Recruit CRM Contact records linked to the Company. The Madison client data is typically billing-adjacent rather than a full CRM company record, so we flag any gaps in company details for the customer to complete in Recruit CRM.

Madison's factoring arrangements, including advance rates, factoring fees, and recourse provisions, are stored in individual client contracts and are not part of Madison's operational data export. These financial terms are outside the migration boundary. We flag this clearly in the scope document and recommend the customer's finance team renegotiate funding terms separately with Madison or a new capital provider post-migration. Recruit CRM does not include payroll funding functionality.

Madison's payroll funding and advance arrangements are contract-specific and opaque. When migrating to Recruit CRM, the firm retains responsibility for establishing new payroll funding or factoring arrangements independently of the data migration. We extract any funding-related field values present in Madison's export (such as current advance balance or fee schedules stored as notes) as informational records, but these do not map to any Recruit CRM object and are provided for the customer's finance team to review during the funding renegotiation process.