Staffing Agency Invoice Template

Only if your agreement is written that way. Most clients sign up to a bill rate, not to pay plus a percentage. Show the markup and the conversation turns to your margin instead of the rate they already agreed.

On its own line, with the hours, at the overtime bill rate. The client's timesheet splits hours the same way. If your invoice shows only total hours, their accounts team has to work out where the extra cost came from, and the invoice usually waits while they do.

When the client hires your worker directly, on the terms in your agreement. It is often a percentage of first-year salary that shrinks with the hours already billed. Put it on its own line with the worker's name, because it is a one-off charge, not part of the weekly billing.

Weekly, on the same cycle as the timesheets. You pay your workers every week and get paid on net terms, so a monthly invoice stretches a gap you are already covering. Four small weekly invoices are also easier for the client to approve than one big one.

One per client per week, with each worker on a line. Separate invoices per worker mean separate approvals, since the client matches each one to the same purchase order. And a question about one worker then holds up a pile of invoices instead of one line.

Usually it is the purchase order number. Most client systems match an invoice to an open PO before anyone looks at it. If the number is missing, or the PO is closed, the invoice just stops there. Nobody rejects it, so nobody tells you.

A vendor management system creates the payable from the hours it has already approved. Your invoice then becomes a record to reconcile against, not the thing that triggers payment. Send it anyway and keep your numbering continuous. If the system's total and yours disagree, the invoice next to the signed timesheets is what settles it.

Bill the approved hours now and the disputed ones later, once they are settled. Put both on one invoice and the undisputed money waits on the argument. Withdrawing and reissuing an invoice also restarts the dispute window, which runs from the date the client receives it.

Yes, as separate lines, and only where the assignment's agreement covers them: travel, equipment, a per diem. These are the lines clients question most, so name the worker and the assignment on each one. A single expenses total gives the client nothing to check against what 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.