Example staffing & recruitment invoice
Here is what a typical staffing & recruitment invoice built with this template looks like. It bills 4 line items, from “Temp – J. Rivera, warehouse associate” to “Placement fee – Office Manager”, for a subtotal of $15,436.00 before tax. Swap in your own rates; the amounts recalculate automatically.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Temp – J. Rivera, warehouse associate (hrs) | 40 | $28.00 | $1,120.00 |
| Temp – A. Chen, warehouse associate (hrs) | 38 | $28.00 | $1,064.00 |
| Overtime – J. Rivera (hrs) | 6 | $42.00 | $252.00 |
| Placement fee – Office Manager (20% of $65,000) | 1 | $13,000.00 | $13,000.00 |
| Subtotal | $15,436.00 | ||
Suggested note for the client: Week ending ___. Timesheets approved by client supervisor. Placement guarantee: 90 days. Payment due Net 30.
What to include on a staffing & recruitment invoice
- Week-ending date for temp hours
- Each worker, hours and bill rate
- Overtime hours at the overtime bill rate
- Placement fees with salary and percentage
- Guarantee period for placements
- Approved timesheet reference
Staffing & Recruitment invoicing tips
- Invoice temp staffing weekly with approved timesheets.
- Show overtime separately at 1.5× bill rate.
- State the placement guarantee and replacement policy.
- Bill permanent placements on the candidate's start date.
How to use this template
- Replace the sample line items with the work you actually did. The example items show typical staffing & recruitment charges and rates – adjust them to your prices.
- Add your business and client details, set the invoice number and due date, and add tax if you are registered to collect it.
- Download the PDF and email it to your client. Your edits are saved in this browser, so next month you only need to change the dates and items.
Need to quote the job first? Use the quote generator. Getting paid late? Work out interest with the late fee calculator, or browse all 50 invoice templates.
Frequently asked questions
How are recruitment placement fees calculated?
Usually 15–25% of the candidate's first-year base salary, payable on start date, with a guarantee period.
How often should staffing agencies invoice?
Weekly is standard for temporary staffing because agencies pay workers weekly.
Is this staffing & recruitment invoice template free?
Yes. Edit every field, download as many PDFs as you like and print them. There is no sign-up, no watermark and nothing is uploaded to our servers.
How do I save the invoice as a PDF?
Click "Download PDF / Print" and choose "Save as PDF" as the destination in the print dialog. It works on desktop and mobile browsers.