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.
Invoice
RC-0233
Net 30
Bill to
Northgate Medical Devices
Attn. talent acquisition · Orlando FL 32826
Placement fee, senior quality engineer
1
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.
InvoicingRetained 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-signaturesGuarantee 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 managementLarge 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.
PaymentsRecruitment invoicing software 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.
Starter
Small teams adding tools and growth
$99/mo
- Up to 5 users (1 owner + 4 techs)
- Up to 2,000 clients
Most Popular
Professional
Growing service businesses
$199/mo
- Up to 10 users
- Up to 5,000 clients
SMS, email, AI, and voice are billed pay-as-you-go. See every plan and usage rate →
What recruiters ask about placement invoices
Is there invoicing software for recruitment agencies?
Can it calculate the fee from salary?
Can I bill a retained search in thirds?
How do I handle a guarantee replacement?
Does it run contractor payroll?
Does it connect to my ATS?
Can the hiring manager's AP team get the invoice?
What payment terms can I give client companies?
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