Staffing Agency Invoice Template

Only if your agreement is written that way. Most clients contract on a bill rate rather than on pay plus a percentage, and volunteering the markup invites a negotiation about your margin instead of about the rate they agreed to.

At the overtime bill rate on its own line, with the hours. The client's timesheet shows the same split, and an invoice that shows only total hours forces their accounts team to reverse-engineer where the extra cost came from — which usually means it waits.

When the client hires the worker directly, on the terms in the agreement — often a percentage of first-year salary, tapering with the hours already billed. It belongs on its own invoice line naming the worker, since it is a one-off against an ongoing relationship.

Weekly, on the same cycle as the timesheets. An agency pays its workers weekly and is paid on net terms, so batching a month of assignments into one document adds weeks to a gap the agency is already financing — and it hands the client one large invoice to query instead of four small ones they have each already approved.

One per client per week, with each worker as a line. Per-worker invoices multiply the approvals, since the client's accounts team matches every one of them to the same purchase order separately — and a query about a single worker then holds a stack of documents rather than one line on one.

Usually the purchase order or requisition number. Most client systems match an invoice against an open PO before a person ever sees it, so one that arrives without that number — or carrying a closed one — stops there silently. Nothing in the queue is waiting for a human to reject it, which is why no query ever comes back.

A vendor management system generates the payable document from the time it has already approved, so the invoice is a reconciliation record rather than the thing that triggers payment. Send it anyway and keep the numbering continuous: when the system's total and the agency's own disagree, the document that can be put beside the signed timesheets is what settles which is right.

The approved hours now, and the disputed ones on a later invoice once they are settled. Putting both on one document holds money that is not in dispute behind an argument about hours that are — and since the dispute window runs from receipt, an invoice withdrawn and reissued restarts a clock that had nearly run out.

Yes, as their own lines, and only where the assignment's agreement covers them — travel, equipment, a per diem. They are the lines most often queried, so name the worker and the assignment on each rather than grouping them into one expenses total that the client cannot trace back to anything they signed.

Yes. There is no fee, no trial period and no watermark on the PDF. Nothing on this page requires a credit card.

No. Fill in the form and download the PDF directly — there is no sign-up and no login for this tool.

A standard PDF, ready to attach to an email or print.

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.

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.

Yes. Choose any currency and country for either party — the totals and formatting follow your selection.