ES-BMS · EngineerStory Business Management System
We don't stop at understanding complex work. We turn it into a system.
From quotes, contracts, billing and payroll to talent sourcing, we built the work of an IT services company into our own system, and we run on it every day.
One flow
Quote → contract → billing → settlement → payroll, and sourcing → placement → performance, all handled in one system.
AI analyzes, people decide
AI produces the résumé analysis, fit scores and the reasons behind each recommendation. The final call is made by the person in charge.
Built in-house, refined continuously
Improvements found by the people who use it go straight into the next release.
ES-BMS in numbers · as of Nov 2026
WHY IN-HOUSE
Why we built it ourselves
The more a company does IT consulting, SI development and talent sourcing for aviation, travel and logistics, the more it wrestles internally with a complexity that outsiders find hard to imagine.
Engineer Story did not hand this problem to an outside solution. We know how our business works better than anyone, so we designed and built the system ourselves. That system is ES-BMS.
Quote structures and rate schemes that differ with every contract
Billing cycles and allocation methods that change from project to project
Talent management that runs from sourcing through placement to settlement
The burden of recording all of it accurately and in an auditable way
OVERVIEW
Product overview and two workflows
ES-BMS (EngineerStory Business Management System) is an integrated business and management system that joins the flow of the company's money with the flow of its people. A single contract runs from quote to payroll, and a single engineer runs from request to performance management, on the same data.
Business flow
Talent flow
FUNCTION MAP
Functions at a glance
| Area | Main functions |
|---|---|
| Management dashboard | Management KPI dashboard, receivables and overdue alerts, monthly revenue and year-end profit outlook |
| Clients · contacts | Client information, key contact (Keyman) management, on-site placement management |
| Developers (talent pool) | Career, skills, grade and reference management, AI natural-language search, automatic domain-experience tagging, duplicate-entry prevention |
| Sourcing | Sourcing requests and job notices, candidate fit scoring, pipeline, recommendation letters, interview notices and evaluation sheets |
| Sales | Opportunity management, quote creation and PDF issue, lost-deal analysis, rate overview |
| Contracts | Sales and purchase contracts, preserved change history, staffing status, retroactive settlement when rates change |
| Billing · collection | Monthly billing candidates generated automatically, bulk e-tax invoice file, payment confirmation, cash position |
| Payroll · transfers | Automatic payroll ledger loading, payslip delivery, bulk transfer files for salaries, business income and outsourcing |
| Staff · organization | Staff overview, org chart, links to employment contracts and contracted salaries, expense ledger |
| Letters · documents | Official letters, work confirmations, user guides and development specifications |
| Operations · security | Daily automatic checks and backups, access logs, disposal after retention periods, permission management, guest preview |
| Website sync | Headcount and talent-pool figures updated daily, approved project history published |
AI MATCHING
AI-driven talent data and precise matching
AI résumé parsing
Reads projects, periods, skills and employers from a résumé and stores them as a career history
Structured data
Tags actual years of experience, skill synonyms and industry-domain experience automatically
Natural-language and RAG search
Write the conditions as a sentence and semantic search with AI re-ranking finds the candidates
Recommendations with reasons
Shows the fit score, similar people hired before and an overall AI comment together
Example: the person in charge searches in their own words, such as «Java and React experience, exclude anyone with a three-month project in the last two years». Aviation, travel and logistics experience is flagged separately so it is visible at once.
SOURCING
Fit scoring and the candidate pipeline
Score breakdown (100 points + domain bonus)
| Item | Points | How it is judged |
|---|---|---|
| Mandatory requirements | 50 | Skill synonyms, required conditions |
| Experience | 35 | Track-record-based experience first |
| Certificates · education | 15 | Certificates linked to degree equivalence |
| Industry domain | +10 | Bonus for aviation, travel, logistics and more |
Result: Suitable = all mandatory requirements met · 75 points or more / Conditional = 50 points or more / Not suitable = otherwise (default weights · adjustable in settings)
Pipeline
- Recommendation letters, interview notices and evaluation sheets drafted automatically, sent in bulk by email and text
- Agreed rate, monthly margin and margin rate calculated for each candidate
- Candidates with frequent short projects in the last three years flagged as a turnover risk
- The more selection and rejection results build up, the more accurate the recommendations become
SOURCING PROCESS
A data-driven sourcing process
Request
Review and analyze requirements, write the job notice
AI analysis
Find suitable people with semantic search
Recommendation
Score fit, recommend the top candidates
Verification
Reference checks and skill verification
Interview
Scheduling, onboarding support
Contract
Signing and documentation
Follow-up
Placement monitoring, performance analysis
Steps 01 to 04 are handled as data inside ES-BMS, and the results of steps 05 to 07 also flow back into the system as the basis for the next sourcing.
CONTRACT · BILLING
From contract to billing and collection
Contracts
- Sales contracts linked to staffing and outsourcing purchase contracts
- Changes kept as history instead of being overwritten
- When a rate changes, past invoices are settled retroactively
Monthly billing
- This month's billing candidates generated from contracts automatically
- Monthly flat fee, daily proration and per-contract allocation schedules kept apart
- Bulk e-tax invoice file, with reverse-issued invoices identified
Collection · cash
- Payments confirmed against the actual amount received, VAT included
- Receivables and overdue payments flagged on the first screen
- Year-end profit outlook from monthly revenue and purchases
PAYROLL · TRANSFER
Payroll and transfers, without retyping by hand
Automatic payroll ledger loading
AI reads the tax accountant's payroll and business-income ledgers (PDF), shows a preview, and loads them in one go once checked.
Payslip delivery
Select the employees and send payslips with withholding-tax notices by email in one go.
Bulk transfer files
Salaries, business income and outsourcing fees in a single file in the bank's bulk-transfer format. Account numbers are stored encrypted, and files go only to a secure folder.
Checks before transfer
Changes from the previous month are highlighted, and for outsourcing, carry-overs and the latest account are brought forward per vendor automatically.
SECURITY
Security and personal data protection
Encryption and permissions
- Resident registration and account numbers stored encrypted, with only masked values on screen
- Menu and function permissions by role, checked on the server for every request
- Guest preview: only sample data is shown and saving is blocked
- Account numbers are decrypted only inside the server when a transfer file is created
Records and retention periods
- Every change is kept as history instead of being deleted
- Access logs, down to each view of personal data, kept for 5 years and checked monthly for tampering
- When a retention period ends, the monthly check raises it, and after approval only the personal-data fields are erased
- Erasure requests from data subjects handled within 10 days under a set procedure
Retention examples: staff information for 5 years after leaving, project placement history for 10 years after the contract ends. Erasure keeps the HR and contract records and empties only the personal-data fields.
OPERATIONS
Automated operations and website sync
Before dawn each day, the system checks itself first
| Daily, before dawn | Full data backup and cleanup of old backups |
|---|---|
| Daily, before dawn | Headcount and talent-pool figures sent to the website |
| Every morning | Daily check — errors and anomalous data detected |
| 1st of each month | Monthly check — access logs, integrity, retention periods |
If all is well, it only keeps a record, and sends an email only when something needs checking.
Connected to the company website
- The headcount and talent-pool figures on the website are the values ES-BMS sends every day.
- Projects approved for publication on the contract screen appear in the website's company history automatically.
PLATFORM
A system built without major cost, refined as we use it
Built in-house on Google's work tools
- Google Workspace
- Work data and document storage, email delivery, calendar sync
- Gemini AI
- Résumé and ledger analysis, recommendations
We are proving first-hand that a company can run an in-house system covering contracts, billing, payroll, staffing and AI talent matching without expensive commercial software or large infrastructure investment.
Changes released to the live system up to November 2026. Improvements found by users are usually live the same day.
Next: website sync in operation · wider links with our knowledge management (KMS) and learning management (LMS) systems
AI analyzes. People decide.
Accurate matching
Track-record-based experience and recommendations with reasons
Trustworthy operations
History that is never erased, transparent records
Data-driven growth
Sales, project and talent data that keeps building up
Efficiency
Repetitive work goes to the system, judgment stays with people
WHY ENGINEERSTORY
Checkpoints for adopting a business system at an IT services company
Billing rules by contract type
The system must tell monthly flat fees, daily proration and uneven allocations apart, or manual corrections come back every month.
Revenue linked to purchases
Client contracts must connect to staffing and outsourcing contracts before placement costs and monthly margins show up per contract.
Talent data as an asset
Instead of piling up résumés as files, structure them by career, skills and domain so they can be used again in the next sourcing.
Rules for keeping and erasing personal data
Set a retention period and an erasure method for each type of data, and have the system raise it first when the period ends.
Change history and audit readiness
Who changed amounts, accounts or personal details, and when, must be kept and never erased, so reviews have evidence to rely on.
A structure the business can fix quickly
Business rules keep changing. Only when a changed rule can go live within days does the system keep up with the people using it.
CONTACT
Talk to us about adoption
- Website
- www.engineerstory.kr
- Phone
- +82 10-7229-5786
- engineerstory2018@gmail.com
Engineer Story LC. · Sales lead Byoungjo Min
Rm 612, Mega Tower, 59-9 Magokjungang-ro, Gangseo-gu, Seoul, Republic of Korea