Recruiting and Staffing Invoice Template

Free invoice templates for recruiters and staffing agencies built for placement fees, hourly staffing charges, and background check fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: staffing invoice, staffing bill, or recruiting invoice.

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Editable Recruiting and Staffing Invoice Template

Best for:

Edit bill rate, OT, per diem, buyout.

Printable Recruiting and Staffing Invoice Template

Best for:

Totals, approvals, candidate ID, signatures.

Custom Recruiting and Staffing Invoice Template

Best for:

Logo, PO fields, net terms, placements.

Free Recruiting and Staffing Invoice Template

Best for:

Req ID, role, rate, markup, hours.

How to Invoice as a Recruiter

Keep the money side tight so every search moves from work done to cash collected without drama.

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In 5 Steps:

Confirm scope, fee basis, and guarantee window in writing before work starts.
If using a retainer or engagement, collect the deposit and log it on the job.
Track hours, milestones, expenses, and approvals as you work.
When a placement starts or a period ends, build the invoice from your notes and attach proofs.
Apply any deposit to the balance, set the due date, and send with payment options.

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What to Include in a Recruiter Invoice

These are the must-have fields for clear, compliant invoices that get approved fast.

These are the must-have fields for clear, compliant invoices that get approved fast.

Invoice number and issue date
Your legal business name, address, and contact info
Business license # and tax ID, plus EOR or workers’ comp certificate # if you are employer of record, check local rules
Client billing name, address, and AP email
Purchase order or contract ID
Job requisition ID and role title
Candidate name and start date or assignment dates
Fee basis and rates used to calculate charges
Units and quantities billed
Approved timesheet reference and approver name for temp work
Reimbursable expenses with receipt references
Payment terms, due date, late fee, and bank or wire details, plus any tax on services where applicable, check local rules

Billing Scenarios for Recruiters

How to label charges so every invoice makes sense the moment your clients see it.

Placement fee 20% of base salary; Candidate start date

Client hires your candidate on a direct hire

This ties the fee to salary and shows when any guarantee starts.

Engagement deposit; Final installment

Retained search with an upfront engagement

This shows what is paid now and what remains at close.

Regular hours x rate; Overtime hours x rate

Weekly temp staffing with overtime

This separates standard and premium time for clean approvals.

Conversion fee; Credit per agreement

Temp-to-perm conversion after a trial period

State due date, terms, and any late fee in the footer and align them with your agreement.

Background check pass-through; Skills test pass-through

Pre-hire checks billed at cost

This signals these are reimbursed costs, not markups.

Job ad reimbursement; Candidate travel reimbursement

This connects expenses to the search so AP can match receipts.

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Placement fees and hourly charges for recruiting and staffing

List placement fees, hourly staffing charges, and background checks with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Role Intake & Scope Workshop

Time

New requisition or unclear role

Hours × hourly rate; document requirements and decision-makers to prevent rework.

Candidate Sourcing & Outreach

Time

Proactive search and outreach needed

Hours × hourly rate; track pipeline activity and notes in your ATS.

Job Board Posting Fees

Item

Posting sits behind a paywall

Pass-through as billed; attach vendor invoice and posting link.

Resume Screening & Shortlist

Time

High resume volume to triage

Hours × hourly rate; deliver a vetted shortlist with must-have criteria flagged.

Interview Scheduling & Coordination

Time

Multi-step or panel interviews

Hours × hourly rate; confirm availability, send invites, and reduce no-shows.

Reference Checks

Item

Finalists need verification

Per candidate × agreed rate; use structured questions and documented outcomes.

Background Check Pass-Through

Item

Third-party screening required

Pass-through as billed; include vendor report ID and candidate consent on file.

Offer Management & Close

Time

Negotiation, start date, and paperwork

Hours × hourly rate; manage approvals, counters, and smooth handoff to HR.

Temp Staffing Hours

Time

Active temp or contract assignment

Hours × bill rate; collect approved timesheets and note cost center.

Temp-to-Perm Conversion Fee

Item

Client hires your temp directly

Per conversion × agreed rate; reference assignment dates and conversion terms.

Save and reuse your staffing fees and charges

Create a free account and save placement fees, hourly charges, and background check fees once, so nothing gets retyped.

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Common Recruiter Invoicing Mistakes

Invoicing can derail good work when details are fuzzy. These fixes keep approvals smooth and cash moving.

Mistake

How to fix it

Leaving off the job or candidate identifiers leads to misapplied payments and stalled approvals.

Always include the req ID, role title, and candidate name so AP can match records.

Using vague units or no quantities invites disputes and short pays.

Show counts, hours, or milestones and the rate or % used to calculate each charge.

Reference the approved timesheet and name or email of the approver on the invoice.

State due date, terms, and any late fee in the footer and align them with your agreement.

Hiding remittance details creates back-and-forth and delays.

List bank or wire info, payee name, and where to send remittance advice in a clear spot.

Dropping compliance details can block onboarding in procurement.

Add your business license, tax ID, and EOR or insurance certificate numbers if required and check local rules.

Recruiting & Staffing Invoice FAQs

Bill for placements, retainers, temp markups, conversion fees, and guarantees the right way. Use our Recruiting & Staffing Invoice Template tactics for line items, terms, and compliance. Clear answers.

How should a recruiter bill a contingency placement fee?

Charge a percentage of first-year compensation and define what compensation includes. Example line items: Contingency fee: 20% of $90,000 base = $18,000; Guarantee period: 90 days.

What belongs on a retained search bill?

Split into retainer installments tied to milestones. Example line items: Retainer 1: project kickoff = $5,000; Retainer 2: shortlist delivered = $5,000; Success fee: 15% of $120,000 base = $18,000.

How do staffing agencies set a temp bill rate markup?

Start with pay rate, add statutory burdens, then add your gross margin. Example line items: Pay rate: $28/hr; Burden: 18% = $5.04/hr; Agency margin: $7.96/hr; Bill rate: $41/hr.

How do I handle overtime and holiday rates for temps?

Apply state and federal rules, and your client’s policy. Example line items: Regular: 32 hrs @ $41 = $1,312; Overtime: 8 hrs @ $61.50 = $492; Holiday: 8 hrs @ $61.50 = $492; Totals noted by week.

When a client hires my temp, what conversion fee do I charge?

Use either a flat buyout or a prorated scale based on hours worked. Example line items: Temp-to-hire conversion: 12% of $70,000 = $8,400; Hours credit: 520 hrs worked reduces fee by 25% = −$2,100.

Can I pass through background checks, drug tests, and ads?

Yes, itemize pass-through costs at actuals and keep receipts. Example line items: Background check: $42; Drug test: $55; Job board ad: $199; Admin fee: 5% of pass-throughs = $14.80.

How should I show a replacement guarantee or refund?

Spell out the window and remedy, then credit or waive fees accordingly. Example line items: Replacement guarantee: 60 days; Early separation credit: 50% of fee = −$6,000 if departure within window.

What do I include for RPO or monthly talent acquisition support?

Bill a fixed monthly retainer plus defined outputs, with overtime for surge hiring. Example line items: RPO retainer: $7,500/month; Included reqs: up to 6; Surge support: 40 hrs @ $85 = $3,400.