Invoice templates
Recruitment agency invoice template
Placement fee, retained search deposit and replacement guarantee terms — stated explicitly, not left to a side conversation.
Preview
See the template as a client-facing document, then open the same starting point inside Hanko.
People & Partners
billing@example.com
Recruitment placement
INVOICE
#INV-2026-042
Bill to
Northstar Group
Alex Morgan
Engagement details
What this is
A recruitment agency invoice bills a placement fee calculated against a stated salary basis, with retained search deposits and replacement guarantee terms referenced directly on the invoice so they aren't tracked separately from the billing record.
When to use it
- Billing a placement fee once a candidate is hired
- Invoicing a retained search deposit before work begins
- Documenting a replacement guarantee period tied to a specific placement
What to include
Fee calculation basis
The percentage and salary figure used to calculate the fee, stated explicitly.
Deposit vs. balance
For retained search, the deposit already paid and the remaining balance due on placement.
Replacement guarantee
The guarantee period and the candidate's start date, so the window is unambiguous.
Template text
Copy this into your own document, or open it directly as a branded starting point in Hanko. Bracketed text like [Client Name] is a placeholder to fill in.
Invoice
Invoice #: [INV-001]
Issue date: [Date] | Due date: [Date]
Candidate: [Name] | Position: [Title] | Start date: [Date]
From / Bill to
[Your Agency Name] / [Client Company Name]
Line items
Description Amount
Placement Fee (20% of $120,000 base salary) $24,000
Retained Search Deposit (paid [Date]) -$8,000
Balance Due on Placement $16,000
Replacement guarantee
90 days from start date ([Date]) per the signed agreement. If the candidate leaves within this period, [replacement placement at no additional fee / prorated refund per the agreement].
Totals
Total due: $[amount]
Payment terms & methods
Due within [15] days of issue date.
Card, ACH, wire transfer [and stablecoin — USDC, if applicable].
How to customize it
- State the exact percentage and salary basis used for the fee calculation
- Track the deposit against the balance clearly for retained search engagements
- Reference the start date and guarantee period explicitly for every placement invoice
Common mistakes
- Fee basis not stated (percentage of what, exactly), causing disputes if bonuses or total comp are involved
- Deposit not clearly tracked against the balance due
- No stated guarantee period or start date, leaving the replacement window ambiguous
Frequently asked questions
How is a recruitment placement fee usually calculated?
Most commonly a percentage (often 15-25%) of first-year base salary. State the basis explicitly on the invoice, since disputes often center on whether bonuses or total comp were included.
How should a replacement guarantee be documented?
State the guarantee period and the candidate's actual start date on the invoice, so the guarantee window is never ambiguous if a dispute arises.
Running this whole industry's workflow
See how Hanko fits the complete client workflow for this industry, not just the invoice.
Other templates
Bill your next placement with guarantee terms built in
Invoice contingency or retained search work with the guarantee period documented on the record.