Recruitment Agency Invoice Template
Placement fees, retained instalments, recharged costs and the guarantee period. Free PDF.
A placement invoice has no hours on it. That is what makes it different from a temp staffing invoice. The only figure a client argues about is the basis: the percentage, and the salary you applied it to. Name both on the invoice and you answer the question before anyone asks it. Show only a total and you don't.
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INVOICE
Issued
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Issued by
Halstead Search Partners
410 North Wells Street 60654 Chicago, IL United States billing@halsteadsearch.example |
Bill to
Vantage Logistics Group
3400 Yorkmont Road 28217 Charlotte, NC United States ap@vantagelogistics.example |
| Description | Qty | Rate | Tax | Amount |
|---|---|---|---|---|
Permanent placement fee — Operations Manager 20% of first-year base salary, start date confirmed | 1 | $18,750.00 | — | $18,750.00 |
Retained search — completion instalment Third of three, due on the accepted offer | 1 | $6,500.00 | — | $6,500.00 |
Advertising recharged at cost Sponsored job board listings, receipts attached | 1 | $940.00 | — | $940.00 |
Candidate assessments Psychometric and skills testing, three candidates | 3 | $180.00 | — | $540.00 |
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Edit this template Free, no account, no watermark — download the PDF when you are done.
What to put on a recruitment agency invoice
- The role, the candidate's name, and the start date when the fee became due
- The full fee basis: the percentage and the salary you calculated it on
- What that salary includes from the offer, since a sign-on or guaranteed bonus changes it
- The guarantee period, and what triggers a rebate or a replacement search
- Instalments already invoiced on a retained search, so the balance makes sense on its own
- Recharged costs such as advertising, assessments and background checks, itemised with receipts
Questions
Is the fee calculated on base salary or total compensation?
On whatever the signed agreement says, so name it on the invoice. Base salary is the usual basis. If the agreement includes a sign-on or a guaranteed first-year bonus, the fee is larger and the client will want to talk about it. Have that conversation over the agreement, not the invoice.
When can I invoice: on the accepted offer or the first day?
Usually on the start date, because that is when the placement exists. Invoicing on acceptance is faster, and retained agreements often allow it. But it moves the risk of a candidate who never starts onto the client. So agree it as a term first. Don't just put it on an invoice.
How does the guarantee period show up on the document?
As a stated term, not a deduction. You invoice the full fee. The guarantee is what happens if the placement fails: a rebate against a credit note, or a replacement search. If you discount the invoice in advance for a guarantee that never triggers, you will have to reissue it.
Guides for this job
- How to invoice for hourly workDetail, rounding and unexpected hours — billing time without inviting a line-by-line argument.
- When to invoice a clientUp front, by milestone, on delivery or on a schedule: picking the moment that gets you paid soonest.
- Invoice payment terms explainedNet 30, due on receipt, EOM and early-payment discounts — what each means and when to use it.
About the free invoice generator
Is this invoice generator really free?
Yes. There is no fee, no trial period and no watermark on the PDF. Nothing on this page requires a credit card.
Do I need to create an account?
No. Fill in the form and download the PDF directly — there is no sign-up and no login for this tool.
What file do I get?
A standard PDF, ready to attach to an email or print.
Can I add my own logo and bank details?
Yes. The seller section accepts a logo image and bank transfer details, which are printed on the invoice so your client knows how to pay you.
Is my data stored anywhere?
Nothing leaves your browser except when you download a PDF or save the invoice to an account. A draft is kept locally in your browser so it's still here if you come back, but there is no account behind this page and nothing is ever sent to our servers until you choose to.
Can I use this for any currency or country?
Yes. Choose any currency and country for either party — the totals and formatting follow your selection.
Ready to bill for it?
The template opens in the free invoice generator with these lines already on it. Change what you like, download the PDF.
To send it from an account, with a pay-by-card button on it, your first three invoices are free. Pricing the job before you bill it? Start with the free estimate generator.
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