Recruiter Invoice Template
A recruiter invoice bills placement, lists services, fees and travel on separate lines and states the terms (Due Net 30 from the candidate's start date). This template is pre-filled for contingency placement of a senior accountant, with background screening and interview travel: 7 lines totalling $20,825.00 before tax. Edit it and download the PDF.
Pre-filled for a recruiter: contingency placement of a senior accountant, with background screening and interview travel. Example prices: replace them with your own.
From
Lakeside Recruiting Agency
574 Market Street
Franklin, TN 37064
billing@example.com
(312) 555-0174
Invoice
Bill to
Robin Okafor
63 Linden Place
Georgetown, TX 78626
client@example.com
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Placement fee, senior accountant20% of $92,000 first-year base salary, per fee agreement | 1 placement | $18,400.00 | $18,400.00 |
| Sponsored job board posting, 30 daysTwo boards, billed at cost | 2 each | $450.00 | $900.00 |
| Background and employment verificationThird-party screening with candidate consent | 1 each | $85.00 | $85.00 |
| Technical skills assessment, finalistsAccounting and spreadsheet test, scored report | 3 each | $40.00 | $120.00 |
| Salary benchmarking report for the roleLocal pay ranges used to set the offer | 1 each | $250.00 | $250.00 |
| Candidate interview travel, reimbursedAirfare and one hotel night, receipts attached | 1 lot | $620.00 | $620.00 |
| Relocation coordination for the new hireMover quotes and temporary housing search | 6 hr | $75.00 | $450.00 |
- Subtotal
- $20,825.00
- Balance due
- $20,825.00
Notes
Thank you for choosing Lakeside Recruiting Agency. Terms: Due Net 30 from the candidate's start date.
Payment details
Bank transfer or card. Please quote the invoice number.
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Recruiter invoice at a glance
| Typical job | Contingency placement of a senior accountant, with background screening and interview travel |
|---|---|
| Main billing unit | placement |
| Usual payment terms | Due Net 30 from the candidate's start date |
| Sample lines | 7 lines, $20,825.00 before tax |
| Largest line | Placement fee, senior accountant: $18,400.00 (88%) |
| Labour hours billed | 6 h, $450.00 |
| Trade-specific fields | Candidate name, Position filled, Start date, Guarantee period ends, Fee agreement date, Client PO no. |
Sample recruiter invoice line items
Contingency placement of a senior accountant, with background screening and interview travel: 7 lines adding up to $20,825.00, split into services $18,770.00 (90%), fees $985.00 (5%) and travel $620.00 (3%).
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Placement fee, senior accountant (20% of $92,000 first-year base salary, per fee agreement) | 1 placement | $18,400.00 | $18,400.00 |
| Sponsored job board posting, 30 days (Two boards, billed at cost) | 2 each | $450.00 | $900.00 |
| Background and employment verification (Third-party screening with candidate consent) | 1 each | $85.00 | $85.00 |
| Technical skills assessment, finalists (Accounting and spreadsheet test, scored report) | 3 each | $40.00 | $120.00 |
| Salary benchmarking report for the role (Local pay ranges used to set the offer) | 1 each | $250.00 | $250.00 |
| Candidate interview travel, reimbursed (Airfare and one hotel night, receipts attached) | 1 lot | $620.00 | $620.00 |
| Relocation coordination for the new hire (Mover quotes and temporary housing search) | 6 hr | $75.00 | $450.00 |
| Subtotal | $20,825.00 | ||
| Total before tax | $20,825.00 |
What a recruiter invoice should include
- Your recruiting agency name, address, phone and email, plus a tax ID if you are registered
- The customer's name and billing address (Robin Okafor in the sample)
- A unique invoice number (INV-7492) and the issue date
- Payment terms and a due date: Due Net 30 from the candidate's start date
- Candidate name: for example 23 November 2026
- Position filled: for example See notes
- Start date: for example 10 November 2026
- Guarantee period ends: for example 18 November 2026
- Line items in placement or per item, each with quantity, rate and amount
- How to pay you: bank details, card link or cheque payee
How recruiters bill
Contingency recruiters bill a placement fee, usually a percentage of the hire's first-year base salary, only once the candidate starts, with screening costs passed through.
Recruiters commonly use "Due Net 30 from the candidate's start date", so payment is due 30 days after the invoice date.
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Human Resources Specialists $35.05 (employees, not contractor rates). The sample's $75.00 per hour for "Relocation coordination for the new hire" is 2.1 times that employee figure; a business rate also has to cover insurance, tools, travel, unbilled admin time and profit.
Recruiter invoicing tips
- Show the fee formula on the placement line, the percentage and the first-year base salary it applies to, and say whether signing bonuses or commission are excluded, because that is the first number the client's finance team checks.
- Date the invoice from the candidate's actual start date, not the offer acceptance, unless the fee agreement says otherwise; billing a hire who has not started is a common reason for a held invoice.
- Print the replacement guarantee period and its end date, so both sides know until when a departure triggers a free replacement search or a partial refund.
- Send the placement invoice to HR or accounts payable rather than the hiring manager's team inbox, since it reveals the new hire's salary.
Recruiter billing disputes to head off
- A client may claim it already knew the candidate. Noting the date you first submitted the candidate's profile under the fee agreement settles ownership of the introduction.
- When the hire leaves inside the guarantee period, an invoice that never stated the guarantee terms invites a demand for a full refund; stating the terms on the invoice keeps the discussion to what was agreed.
Work a recruiter can bill for
Core tasks of Human Resources Specialists (O*NET 13-1071.00, O*NET 29.x task statements, CC BY 4.0). Each can become a line on the invoice.
- Address employee relations issues, such as harassment allegations, work complaints, or other employee concerns.
- Analyze employment-related data and prepare required reports.
- Conduct exit interviews and ensure that necessary employment termination paperwork is completed.
- Confer with management to develop or implement personnel policies or procedures.
- Contact job applicants to inform them of the status of their applications.
- Develop or implement recruiting strategies to meet current or anticipated staffing needs.
How to make a recruiter invoice
-
Add both parties
Enter Lakeside Recruiting Agency (your business) and the customer, Robin Okafor, then candidate name.
-
Number and terms
Give it a unique number such as INV-7492 and set the terms to Due Net 30 from the candidate's start date.
-
List the work
One line per item: the sample runs from "Placement fee, senior accountant" (1 placement) to "Relocation coordination for the new hire" (6 hr).
-
Check the total
The 7 lines come to $20,825.00; add sales tax only if your state taxes recruiting work.
-
Download and send
Download the PDF or print it, then keep a copy with the recruiting work records.
Frequently asked questions
How do I make a recruiter invoice?
Add your recruiting agency details, the customer, candidate name, position filled, start date and guarantee period ends, then one line per item with quantity and rate. The template above is pre-filled with 7 lines for contingency placement of a senior accountant, with background screening and interview travel totalling $20,825.00; change the prices and download the PDF.
How do recruiters charge?
Mostly placement. Contingency recruiters bill a placement fee, usually a percentage of the hire's first-year base salary, only once the candidate starts, with screening costs passed through.
When should a recruiter invoice be paid?
Due Net 30 from the candidate's start date is the usual arrangement. Put the terms and the due date on the invoice so there is no doubt.
How much do recruiters earn per hour?
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Human Resources Specialists $35.05 (employees, not contractor rates). Self-employed rates are usually higher because they cover overhead and unbilled time.