Recruitment Consultancy Invoice Format
A recruitment invoice needs the candidate's name, the role, the start date and how you worked out the fee. Put each of those on the invoice and the client's finance team has no reason to bounce it.
Charge a percentage of the salary, a flat placement fee, or a retainer. Give each its own line, add your payment terms, and download the PDF.
This works as an invoice template for a recruitment agency too. The sample below is filled in, so you can see a finished recruitment invoice before you change it.
Tip: in the print dialog choose “Save as PDF”.
INVOICE
#INV-0001
Issued: —
Due: —
From
—
Bill to
—
| Description | Qty | Price | Amount |
|---|---|---|---|
| Placement fee — Senior Accountant (J. Smith), 20% of $70,000 salary | 1 | $14,000.00 | $14,000.00 |
| Retainer — second instalment | 1 | $2,500.00 | $2,500.00 |
Subtotal$16,500.00
Tax (0%)$0.00
Total$16,500.00
Invoicing tips for recruitment consultancies
- Write the candidate's name, the job title and the start date on the placement line. Finance teams match invoices to hires.
- Show how you worked out the fee, e.g. "20% of $70,000". The client can check it in seconds.
- State your guarantee or rebate period in the notes if you have one, and say when payment is due, e.g. within 30 days of the start date.
Frequently asked questions
- What should a recruitment invoice include?
- Your details, the client's details, an invoice number, dates, the candidate's name, the role, the start date, the fee and how you calculated it, plus payment terms and bank details. Add tax only if you're registered for it.
- How do I invoice a percentage-of-salary fee?
- Put the salary and percentage in the description, set quantity to 1, and enter the fee amount as the price. Work out the amount first: for example, 20% of 70,000 is 14,000.
- Can I bill a retainer and a placement fee on one invoice?
- Yes. Add each as a separate line so the client sees what is a retainer and what is the final placement fee.
- Can I get the recruitment invoice format in Word?
- Not as a Word file. This page downloads a PDF. Fill in the form, check the candidate, role and fee lines, and download. If you need to change it later, edit the form and download a new PDF.
- What does a sample recruitment agency invoice look like?
- The sample on this page is one. It has a placement line (candidate, role, 20% of a $70,000 salary = $14,000) and a retainer instalment line. Replace the example values with your own.
- Is there a free invoice template for recruiting services?
- Yes, this page is one. Put the candidate, role, start date and fee calculation on the line, add your terms, and download the PDF. It's free, with no account.