Recruiting invoicing software
You send a one-line invoice for a large number and it sits, because nobody can match it to an approval. Smarfle raises it on the start date with the role and date printed on the document and a payment link attached, so accounts payable can act without a phone call.
7 days free · No credit card · Built in Florida
Invoice
INV-00142
Issued recently
Bill to
Sarah Johnson
123 Oak Street, Orlando FL 32801
Labor. 2.5 hours @ $95/hr
Parts. Replacement components
Service call · diagnostic
Real Smarfle UI · Live data from your recruiting CRM
Why generic invoicing software fails recruiting owners
Generic invoicing tools weren’t built for recruiting. Smarfle was.
Generic invoicing software
What everyone else gives you
- A large placement fee is collected weeks later by check
- A replacement guarantee credit is applied by hand, if anybody remembers
- A retained search bills entirely at the end of the process
Smarfle for recruiting
Built for your actual workflow
- Bank transfer is offered on the document, so a large fee clears in days
- The credit attaches to the document it relates to and carries to the next
- Kickoff, shortlist and hire each raise their own document against the search
How recruiting invoicing works in Smarfle
From the first touch to the closed loop. No missing pieces.
- 1
Placement recorded with its start date
The candidate, the role and the agreed fee sit on the record at the moment of placement, not in an email thread someone has to find.
- 2
Invoice raised on the start date
The fee goes out the day the candidate starts, because every day it waits is a day the hiring manager's attention moves elsewhere.
- 3
Role and start date on the invoice
Accounts payable can match the document to an approval without calling the hiring manager, which is where placement invoices usually stall.
- 4
Retained search invoiced at each milestone
Staged searches bill at their agreed points from the same record, so the second and third installments are not dependent on anyone remembering.
- 5
Guarantee credits issued against the original
A replacement credit attaches to the invoice it relates to, so the history shows what happened rather than two unconnected documents.
- 6
One-line invoice, one click to settle it
A single-line invoice for a large number is exactly the kind that sits. A link on it removes the setup step that causes the delay.
Where recruiting invoicing breaks down
The friction every recruiting owner recognizes.
A one-line document for a large number sits
One line, five figures, sent to a company that has never bought from you before. It is exactly the kind of paperwork that joins an approvals queue and stays in it.
The guarantee period is tracked by nobody
A replacement obligation runs ninety days from a start date. Where that date is recorded, and who is watching it, is usually a person rather than anything in a system.
Fees go out after the attention has moved on
The fee goes out days or weeks after somebody starts. By then the manager who pushed for that hire has moved on, and the document lands with a stranger in accounts.
Placement fees wait on reminders
Your invoice is one line and it still sits. Send it the day the candidate starts, with the start date and role on the document, and attach a payment link so accounts payable does not need to set up anything. A guarantee credit is issued against the original invoice so the history stays intact.
12
Placements a quarter
$12k-25k
Average fee
30-60
Days a fee can sit
Based on typical recruiting operations. Your numbers may vary.
Features powering recruiting invoicing
Each one a deep-dive in its own right.
Client and contact history together
Every role you have filled for an employer, every fee and every conversation sit under that company, so a renewal call starts from the record rather than from a search of your inbox.
Learn moreTerms sent and accepted in writing
Your fee terms go out as a document the employer accepts before you start searching, which is the difference between a rate you agreed and a rate you are defending.
Learn moreFee documents that look like the firm
Your logo and details print on what accounts payable receives, so a large single-line charge arrives looking like a supplier they already onboarded.
Learn moreChasing handled without chasing
Follow-up messages go out on their own schedule, so a placement fee sitting in an approval queue is nudged without you deciding each morning whether it is too soon.
Learn moreRecruiting invoicing software questions
Moving your recruiting invoicing software off another tool?
Most recruiting businesses arrive at Smarfle from one of the tools below. See a side-by-side comparison.
Other recruiting tools
Smarfle ships invoicing software alongside the rest of your CRM.
Invoicing software for other industries
Same invoicing engine, tuned for each vertical.
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