Recruiting fees can mix placements, retainers, and staffing hours. Everhour keeps rates and billable work tied to invoices.
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Use the invoice to bill the exact recruiting service delivered: permanent placement, temporary or contract staffing, outplacement, outsourcing, or HR consulting. A direct-placement invoice commonly lists the placed candidate, role, start date, agreed fee basis, payment terms, and guarantee or refund reference if the contract includes one.
Temporary staffing invoices need different detail. They commonly show worker name or role, work period, approved hours, bill rate, overtime treatment if applicable, and any client-approved expenses. The staffing firm's internal wage, benefit, payroll-tax, unemployment-insurance, and workers' compensation costs sit behind the bill rate, so the invoice should present the client-facing rate cleanly.
Contingency recruiting fees are success-based, so the invoice usually becomes due after the candidate is hired or placed under the agreement. A typical headhunter or recruiting commission is 20% to 30% of first-year salary, with management and executive searches commonly cited at 25% to 35%. The invoice should show the salary base and percentage used.
Retained executive search works differently. Engagements are commonly retained and exclusive, with written terms covering scope, timing, fees, payment schedule, deliverables, guarantees, off-limits terms, conflicts, and data management. A search can run from a few weeks to several months, so milestone or retainer invoices should reference the engagement phase rather than look like a final placement bill.
Recruiting invoices need contract alignment more than decorative formatting. List the client legal name, recruiting firm details, invoice date, invoice number, due date, payment instructions, service description, candidate or role reference, and the contract term that creates the fee. Split-fee arrangements should identify fee amounts, entitlement, collection, disbursement, client guarantees, and refunds.
United States private-sector invoices do not follow one prescribed federal invoice form or a national VAT/GST invoice regime. Invoices serve as supporting documents for business records, and sales and use tax treatment depends on state and local rules, nexus, service taxability, and place of sale. For federal procurement, FAR rules define proper invoice fields and generally use a 30-day payment timing standard.
A one-off invoice is enough for a single placement fee, a retained-search milestone, or a short consulting engagement where the contract, candidate, and amount are already settled. It should leave you with a finished document that names the service, explains the fee basis, and gives the client a clear path to pay.
A managed workflow fits recurring staffing bills, multi-recruiter searches, and client accounts with different rates by role, person, or project. Everhour separates cost and billable rates, supports default per-person rates with per-project overrides, preserves dated rate history, and prices billable work by project, member, or task before that work reaches the invoice.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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Separate invoice lines work best when the client reviews services differently. Use one line for a placement fee, another for a retainer installment, another for temporary staffing hours, and another for HR consulting or approved expenses. This structure keeps direct-placement fees distinct from labor supplied over time.
A contingency placement invoice commonly shows the first-year salary or compensation base used to calculate the fee, plus the agreed percentage. That detail helps the client confirm the amount against the placement agreement. Avoid adding private candidate details that the client does not need for billing.
Retainer invoices should reference the written engagement, assignment phase, payment schedule, and deliverable or milestone tied to the charge. Executive-search terms commonly cover scope, timing, fees, deliverables, guarantees, off-limits terms, conflicts, and data management, so the invoice should point back to those agreed terms.
The United States does not use a national VAT or GST invoice regime. Sales and use tax obligations are imposed by states and local jurisdictions. Service taxability varies by state and service type, so a recruiting firm should apply tax only when the applicable state and local rules require it.
The common dispute is an invoice that names a fee without proving entitlement. A placement invoice should connect the candidate, role, hire or placement event, fee percentage or amount, and guarantee or refund terms to the written agreement. Staffing invoices should connect approved hours to the billing period and rate.
Everhour separates internal cost rates from client-facing billable rates, so recruiting teams can report labor cost, revenue, and profit without mixing the two. Members can have default rates, individual projects can override those rates, and dated rate changes keep older reports calculated with the original rate.
Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, excluding non-billable work. Invoice line items can be grouped by project, task, person, date, or other breakdowns, which helps recruiting teams bill staffing hours, search work, or client-approved expenses in the format the client expects.
Track recruiting time, rates, and billable work before the invoice is due. Everhour connects project rates, dated rate history, and invoicing so client bills reflect approved recruiting work.
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