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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What to include on a Recruiter invoice
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's a percentage of first-year salary or a flat rate. Break down the base salary you're 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 hasn't 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.
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.