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Recruitment Agency Invoice Template

Placement fees, retained instalments, recharged costs and the guarantee period. Free PDF.

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A placement invoice carries no hours, which is what makes it a different document from a temp staffing one. The only figure anybody argues about is the basis — the percentage, and the salary it was applied to — so an invoice that names both settles the question before it is asked, and one that shows a total does not.

INVOICE Issued
Invoice number:INV-0001
Date of issue:September 19, 2026
Date due:October 3, 2026
Currency:USD
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
Amount due
$26,730.00
Due in 14 days · Oct 3, 2026
Placement
The fee is calculated on the base salary stated in the signed offer letter. The 90-day guarantee runs from the start date; a replacement search inside that period carries no further fee.
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
Subtotal$26,730.00
Total$26,730.00
Amount due $26,730.00
Terms
Net 30. The replacement guarantee lapses if this invoice is unpaid past its due date.
Invoice #INV-0001 · Halstead Search Partners Page 1 of 1

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What to put on a recruitment agency invoice

  • The role, the candidate by name, and the start date the fee became due
  • The fee basis in full: the percentage and the salary figure it was calculated on
  • Which elements of the offer that salary includes — 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 stands on its own
  • Recharged costs — advertising, assessments, background checks — itemised with receipts

Questions

Is the fee calculated on base salary or total compensation?

On whatever the signed agreement says, which is why the invoice should name it. Base salary is the common basis; agreements that include a sign-on or a guaranteed first-year bonus produce a larger fee and a longer conversation, and the place to have that conversation is the agreement rather than the invoice.

When can I invoice — on the accepted offer or the first day?

Usually the start date, because that is when the placement exists. Invoicing on acceptance is faster and is what a retained agreement often provides for, but it moves the risk of a candidate who never starts onto the client, so it is a term to have agreed rather than one to assert on an invoice.

How does the guarantee period show up on the document?

As a stated term, not as a deduction. The fee is invoiced in full and the guarantee is what happens if the placement fails — a rebate against a credit note, or a replacement search. An invoice that pre-discounts for a guarantee that has not been triggered is one you have to re-issue if it never is.

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?

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