Staffing Agency Invoice Template

Temporary placements are typically billed by hourly rate multiplied by hours worked, while permanent placements usually charge a flat placement fee or percentage of the first-year salary. Temporary invoices require detailed timesheet verification, whereas permanent placement invoices are issued once the candidate completes employment. Some agencies combine both methods—charging placement fees upfront and ongoing service fees for retained candidates. This distinction should be clearly labeled on your invoice so clients understand the billing model and can reconcile with their records accurately. Making this separation transparent reduces payment disputes and clarifies your fee structure.

Include the candidate's full name, position title, start date, and assignment duration or completion date. For temporary placements, add hourly rates, total hours worked, and job description. For permanent placements, reference the salary agreed upon and placement fee structure. You may also note the candidate's employee ID or reference number if the client tracks placements in their system. This level of detail helps clients verify the billing against their hiring records and ensures they can track costs per position. Detailed candidate information also demonstrates professionalism and reduces back-and-forth clarification emails.

Placement fees should always appear as separate line items from hourly rates or candidate salaries. This clarity prevents confusion about what the client is actually paying for and makes it easier to reconcile invoices with purchase orders. For example, itemize "Senior Developer Placement Fee" at $5,000 on one line and "Senior Developer—160 hours @ $75/hr" on another. Separating fees also helps clients allocate costs across different budget categories (recruitment expenses vs. staffing costs). This transparency builds trust and makes your pricing model immediately understandable to finance teams reviewing the invoice.

List background check services as separate line items with the quantity (number of candidates screened), the per-candidate fee, and the total cost. For example: "Background Check Services—3 candidates @ $75 each = $225." Indicate which candidates these fees apply to by referencing their names or your candidate reference numbers. If you bundle screening fees into placement fees, explicitly state that on the invoice so clients aren't surprised. Some clients prefer itemized screening costs for budget tracking, while others want a bundled fee—clarifying this upfront with your contract prevents invoice disputes.

Provide a summary showing the contract worker's name, position, hourly rate, number of hours worked (broken down by week if the assignment spans multiple weeks), and total cost for that line item. Include the assignment period—for example, "June 1–30, 2025, 160 hours @ $45/hr." If different weeks have different rates (such as overtime), show each tier separately. Reference your timesheets or attach time-tracking summaries so clients can verify hours independently. Transparent hour documentation reduces payment delays because clients can quickly cross-reference with their own records and timesheet systems.

Yes—transparency in commission structures builds client confidence and reduces misunderstandings about your fee model. If your fee is 25% of the first month's salary for a permanent placement, show both the candidate's salary and the calculated commission separately. For example: "Placement of Marketing Manager—Annual Salary $60,000 / Commission at 25% first-month salary = $1,250." This approach allows clients to understand exactly how you arrived at your fee and makes your pricing seem fair. When commission math is visible, clients are less likely to dispute invoices and more willing to work with you on future placements.

Create separate line items for standard hours and premium hours. For example: "Senior Developer—160 standard hours @ $75/hr = $12,000" and "Senior Developer—20 overtime hours @ $112.50/hr = $2,250." Clearly label any rush-placement fees or expedited-fulfillment surcharges with descriptions like "Rush Placement Fee—5-day turnaround" so clients understand they're paying for speed. Breaking out premiums prevents clients from questioning your rate and demonstrates that you charge differently for rush work. This also helps clients budget for urgent staffing needs versus standard placements.

Issue placement fee invoices immediately after the candidate's first day of employment, assuming your contract specifies payment at that point. Some agencies invoice after the first 30 days to ensure the placement has stabilized, while others require full payment upfront before candidate orientation. Clarify this timing in your service agreement so there are no surprises when your invoice arrives. If you offer a refund guarantee (such as free replacement if the candidate leaves within 90 days), state that condition on the invoice. Clear invoicing timelines prevent payment delays and show clients you maintain consistent, professional billing practices.