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Staffing Agency Invoice Template

Bill rates by worker, regular and overtime hours, markup and placement fees. Free PDF.

A staffing invoice is checked against a client's own timesheets, line by line, by someone who has both. Worker, week, hours and bill rate have to reconcile exactly — and overtime has to be visible, because an overtime bill rate applied silently to a week the client thought was straight time is where staffing invoices go to die.

Issued by

Meridian Workforce Partners

2100 Commerce Center

46204 Indianapolis, IN

United States

billing@meridianworkforce.example

Bill to

Calder Precision Components

5500 Industrial Parkway

46143 Greenwood, IN

United States

ap@calderprecision.example

Amount due

$10,889.50

Due in 14 days · Aug 16, 2026

Timesheets

Billed against PO 44-8821 for the week ending on the date of issue. Signed timesheets for all five workers are attached. Overtime is shown separately at the contracted overtime bill rate.

Description	Qty	Rate	Tax	Amount
Machine operators — regular hours Four workers, week ending Friday, PO 44-8821	160	$28.50	—	$4,560.00
Machine operators — overtime hours Hours above 40, billed at the overtime rate	18	$42.75	—	$769.50
Quality inspector — regular hours One worker, week ending Friday	40	$34.00	—	$1,360.00
Direct placement fee — B. Okonjo Converted to permanent, per the conversion schedule	1	$4,200.00	—	$4,200.00

Subtotal	$10,889.50
Total	$10,889.50

Amount due

$10,889.50

Terms

Net 30. Timesheet disputes must be raised within 5 business days of receipt.

Invoice #INV-0001 · Meridian Workforce Partners · Page 1 of 1

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What to put on a staffing agency invoice

Each worker by name and assignment, with the week ending date
Regular hours and overtime hours as separate lines at their own bill rates
The bill rate itself, since the client agreed to a rate rather than to a total
Purchase order or requisition number, which most clients' systems require to pay
Direct placement or conversion fees separately from hourly billing
Approved expenses, where the assignment carried travel or equipment

Questions

Should I show the markup?

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.

How is overtime billed?

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 is a conversion fee due?

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.

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