Free Recruitment Invoice Template for Placement Fees and Contract Staffing
Download the recruitment invoice template
What's inside the recruitment invoice template
| Field or section | What to write |
|---|---|
| RECRUITMENT INVOICE (title and sub-line) | Under the heading the form prints: "Placement fee or contract staffing — use the section that applies." |
| Invoice no., Date issued, Due date | Your invoice number, the date you send it and the payment date from your agreement with the client. |
| Client PO / job reference | The client’s purchase order number or the job (requisition) reference, so their accounts team can match the invoice. |
| From (agency / recruiter) | Your agency or your own name as an independent recruiter, with address and contact details: three lines. |
| Bill to (client company) | The hiring company’s name and billing address: three lines. |
| PERMANENT PLACEMENT FEE | One row per hire: CANDIDATE / POSITION, START DATE, SALARY BASIS*, FEE % and FEE. Two rows in the PDF and Word files, six in Excel, then a "Placement fees" subtotal. |
| CONTRACT / TEMP STAFFING (approved timesheets) | One row per worker per week: WORKER / WEEK ENDING, HOURS, BILL RATE and AMOUNT. The last of its three rows carries the grey hint "Overtime (hours x overtime rate)". Then a "Staffing subtotal". |
| RETAINED SEARCH INSTALMENTS (optional) | For a retained search billed in stages: INSTALMENT / STAGE, DUE DATE, REFERENCE and AMOUNT. Two rows in the PDF and Word files, four in Excel, then an "Instalments subtotal". |
| Subtotal, Tax (only if it applies), TOTAL DUE | The sections added together, tax only if your service is taxable where you operate, and the amount the client pays. |
| Footnote | Printed at the bottom: "*Salary basis as defined in your fee agreement. Fee = salary basis x fee %. Add guarantee or replacement terms as agreed." |
About this page
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Files generated on from one template configuration, so the three files match the field list below. The Word and Excel files were test-opened in Microsoft Word and Microsoft Excel. Each file carries one plain-text line crediting this site; in the Word and Excel files you can delete it.
These are the fields and sections of the PDF and Word files, in the order they print:
Use only the section that applies and leave the others empty, or delete them in the Word file.
This template is a general business document, not legal, accounting or tax advice. Your fee, guarantee and payment terms come from your agreement with the client, and whether tax applies depends on your state; check with your state’s tax agency or a qualified adviser.
How the Excel file calculates
The workbook has two sheets, each a complete invoice with its own totals. Type into the outlined cells:
Sheet 1: Permanent placement
- FEE = SALARY BASIS × FEE % ÷ 100, rounded to two decimals, on each of six rows. A row stays empty until both numbers are filled in.
- Placement fees adds the six fees. Its tax-rate cell starts at 0.
- Retained search instalments (optional): four rows where you type each amount; they have their own subtotal and a tax-rate cell that starts at 0.
- Totals: Subtotal (all blocks), Tax (all blocks) and TOTAL DUE.
Sheet 2: Contract staffing
- REGULAR HOURS (approved timesheets): eight rows of WORKER / WEEK ENDING, HOURS and BILL RATE; AMOUNT = HOURS × BILL RATE.
- OVERTIME: four rows that work the same way, at your overtime bill rate.
- Each block has a subtotal and a tax-rate cell that starts at 0, then Subtotal (all blocks), Tax (all blocks) and TOTAL DUE.
Every tax-rate cell is labelled "enter a rate only if your state taxes this service". For a cell-by-cell walkthrough of how an invoice spreadsheet is built, see how to make an invoice template.
Which section to use
- Permanent placement (contingency) fee: the client hired your candidate. Enter the candidate and position, the start date, the salary basis your fee agreement defines, and the agreed fee %.
- Contract or temporary staffing: you supply workers and bill their hours. Use one line per worker per week ending from the approved timesheet, with overtime on its own line.
- Retained search: you bill a search in agreed stages. Enter each stage, its due date and a reference.
Billing a client whose accounts team needs a PO number and approver? See the corporate invoice template. For other kinds of invoices, including timesheet and interim invoices, see types of invoices.
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