Free Recruiter Invoice Template & Generator
Build recruiting invoices for placement fees, retained search engagements, and staffing services. Bill by placement or retainer.
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Amount already received from client
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What should a recruiter put on an invoice?
Recruiting invoices usually name the placed candidate, the role filled, the start date, and the agreed fee, often a percentage of first-year salary. List any retained search installments separately. State the rebate or refund terms tied to the placement so the client understands what happens if the hire leaves early.
Your invoice needs to show the candidate's full name and the position they were hired for. Include the agreed-upon fee structure, whether that is a percentage of first-year salary or a flat rate. Break down the base salary you are calculating from so the client can verify your math. Add the start date since some contracts only trigger payment once the candidate actually begins work. Reference your placement agreement number if you have one.
Most recruiters work on contingency, meaning you only get paid when someone gets hired. Some do retained search with partial payment upfront, usually a third at kickoff, a third at shortlist, and the final third at placement. Contingency invoices typically have net 30 terms, though you can negotiate for net 15 with good clients. For retained work, invoice each milestone as soon as you complete it.
Always confirm the hiring manager's start date before invoicing. Clients will delay payment if the candidate has not actually shown up yet, and some candidates ghost on day one. Include your replacement guarantee terms on the invoice as a reminder. If someone quits in the first 90 days, the client expects a free replacement, so document this clearly to avoid confusion when it happens.
Typical line items
- Permanent placement fee (percentage of salary)
- Retained search installment
- Candidate sourcing and screening
- Assessment and reference checks
- Shortlist preparation
- Contract or temporary staffing margin
- Rebate or replacement guarantee terms
- Advertising and job posting costs
How the work is charged
Contingency recruiting charges a percentage of the candidate's first-year salary, billed once the hire starts. Retained search splits the fee into installments across the engagement. Temporary placements often carry an hourly or weekly margin.
Payment terms and deposits
Permanent placement fees commonly carry short net terms after the start date, with a rebate or replacement clause if the hire leaves within an agreed window. Retained work usually bills an installment upfront.
Tax and compliance
If you are registered for sales tax or VAT, show it as a separate line with your registration number. Placement fees and cross-border hiring can change how tax applies, so confirm what applies to you.
Frequently asked questions
How do recruiters structure their fees?
Contingency recruiters charge 15–25% of the placed candidate's first-year salary, paid on hire. Retained search firms charge a flat fee (often 30–33%) paid in three installments.
What should a recruiter invoice include?
Include candidate name, position title, start date, agreed fee percentage or flat fee, salary basis for the calculation, any replacement guarantee terms, and payment due date.
Should recruiters offer guarantee periods?
Yes. Industry standard is a 60–90 day replacement guarantee. If the candidate leaves within that period, the recruiter provides a replacement search at no additional fee.
Related invoice templates
Read the complete invoicing guide to see how to fill out, number, and send an invoice that gets paid.
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