Placement fees, invoiced

Recruiting invoicing software

Recruiting invoicing software for agencies and independent recruiters. A contingency placement fee is billed the day the candidate starts, retained searches go out in thirds, and the client company pays by ACH, while a replacement inside your guarantee is logged without a new bill.

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Placement fee invoice example

A contingency placement billed on the candidate's start date.

Smarfle · Placement invoice

Invoice

RC-0233

Net 30

Sent · awaiting payment

Bill to

Northgate Medical Devices

Attn. talent acquisition · Orlando FL 32826

Placement fee, senior quality engineer

1

$24,000.00
Total due$24,000.00
Emailed on the start datePay by ACH

Example with sample data

Fees on the start date

Each placement is its own record. When the candidate starts, invoice it with the fee from your agreement, usually a share of first-year salary that you calculate and enter.

Invoicing

Retained search in thirds

The hiring manager signs the search agreement as an estimate on screen. Bill the first third at signing, the second at the shortlist and the last at the offer, each on the placement.

Estimates and e-signatures

Guarantee replacements, unbilled

If a hire leaves inside the guarantee, open a replacement search at no charge. It stays on the client's history next to the original fee, and nothing new is billed.

Job management

Large fees by bank transfer

On a $24,000 fee, Stripe's card charge is about $696 against $5 for ACH, so turn bank transfers on for every client company.

Payments

Recruiting invoicing features

What it does

  • Placement fee invoicesOne per placement
  • Retained search installmentsSeparate invoices
  • No-charge guarantee replacementsKept on the history
  • ACH for client companiesStripe fee capped at $5

What it doesn't do

  • Fee as a percent of salaryEnter the calculated fee
  • Contractor timesheets and payrollUse your staffing system
  • ATS integrationCandidates stay in your ATS
  • Split fees with partner recruitersInvoice each side yourself

Recruiting invoicing pricing

Placement invoices are on every plan. Smarfle's 0.5% platform fee applies to online payments as well.

Solo

Sole operators getting started

$19/mo
  • 1 user
  • Up to 500 clients
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Starter

Small teams adding tools and growth

$99/mo
  • Up to 5 users (1 owner + 4 techs)
  • Up to 2,000 clients
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Most Popular

Professional

Growing service businesses

$199/mo
  • Up to 10 users
  • Up to 5,000 clients
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Business

Multi-location operations

$349/mo
  • Up to 30 users
  • Up to 10,000 clients
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SMS, email, AI, and voice are billed pay-as-you-go. See every plan and usage rate →

Recruiting invoice questions

Yes. Placement fees and retained installments bill from each placement record with ACH payment.
No. Work out your percentage of first-year salary and enter the fee.
Yes. Each installment is billed separately on the placement.
Open a replacement search with a no-cost service, and no new invoice is made.
No. Contract staffing timesheets and payroll stay in your staffing system.
No. Candidates stay in your ATS; Smarfle bills the client company.
Yes. Add accounts payable as a billing contact, and they receive a copy.
Any default you choose, such as net 30, and overdue placement invoices are flagged.

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