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Staffing Agency Quote Template

Bill rate, pay rate, mark-up, differentials and the conversion buyout. Free PDF, no sign-up.

A staffing quote is a rate card with a scope around it. The bill rate binds for the term, and it binds because the pay rate, the burden and the mark-up behind it are all known before a candidate is submitted. What clients most want to see, and what most agencies bury, is the split — showing the pay rate does not weaken the quote, it explains it, and it makes the conversation about the mark-up rather than about a mysterious hourly figure.

Issued by

Bridgeport Workforce Group

225 East Livingston Avenue

43206 Columbus, OH

United States

accounts@bridgeportwf.example

Bill to

Vantage Foods Distribution

7400 Southwest Boulevard

43123 Grove City, OH

United States

hr@vantagefoods.example

Quoted price

$7,886.80

Valid for 30 more days · Sep 5, 2026

Fixed price, valid until September 5, 2026.

Conversion

Hiring an associate directly costs 20% of first-year salary, declining by 5 points for every 240 hours worked and reaching zero after 960 hours. Overtime is billed at the pay rate times 1.5, marked up at the same factor.

Description	Qty	Rate	Tax	Amount
Warehouse associate — first shift Six associates at 40 hours — 240 hours; $17.00 pay rate at a 1.48 mark-up	240	$25.16	—	$6,038.40
Forklift operator — second shift One operator at 40 hours; $21.00 pay rate, certification verified	40	$31.08	—	$1,243.20
Second shift differential On the 40 second-shift hours: $1.00 added to the pay rate, marked up at the same factor	40	$1.48	—	$59.20
Screening package County and federal background check, 5-panel screen, per associate	7	$78.00	—	$546.00

Subtotal	$7,886.80
Total	$7,886.80

Terms

Valid 30 days. Billed weekly against approved timesheets, net 15. Associates remain our employees for tax and insurance purposes.

Quote #QUO-9385 · Bridgeport Workforce Group · Page 1 of 1

What this quote commits you to

How long it stands: 30 days on the bill rate; a pay rate that has to be raised to fill the role reopens the quote before anyone is placed.
What it does not cover: Background checks and screens beyond the package listed, per diem and travel, personal protective equipment, and overtime premium.
What would change the price: A shift pattern that attracts a differential, and converting a temporary worker to your payroll before the buyout schedule expires.
How the client accepts it: Sign the rate confirmation; candidates are submitted within two business days of it coming back to us.

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What to put on a staffing agency quote

The role, the shift pattern and the expected duration
Bill rate and pay rate shown together, with the mark-up as a percentage
What the mark-up covers: payroll taxes, workers' comp, unemployment, benefits
Overtime treatment, and at what point it applies
Shift differentials for nights, weekends and holidays
Screening included: background check, drug screen, skills test, references
The temp-to-perm conversion fee and how it declines with hours worked

Questions

Should the quote show the pay rate?

Yes for transparent-mark-up arrangements, and it is increasingly what large clients require. Showing it turns an argument about the bill rate into a conversation about burden and margin, which is a conversation an agency can win.

How does a conversion fee work on a quote?

State it as a percentage of first-year salary, declining with hours worked, and name the point at which it reaches zero. That schedule is the whole commercial deal for temp-to-perm, and leaving it out means negotiating it when the client has already decided to hire.

What happens if the pay rate has to rise to fill the role?

The quote is reopened. A market that will not supply the role at the assumed pay rate is a change in the basis of the price, and the professional move is to say so on the document rather than to submit nobody and go quiet.

Does this work for placing a virtual assistant?

It does, and the transparent split matters more there rather than less, because a client can see what a VA earns elsewhere. Two lines drop out — there is no shift differential and no equipment or PPE — and the unit changes from a shift pattern to a monthly block of hours with a stated rollover rule. Keep the conversion schedule: a client who likes the assistant will want to hire them directly, and that is exactly when nobody wants to be inventing a fee.

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