Invoice templates
Placement fee, retained search deposit and replacement guarantee terms — stated explicitly, not left to a side conversation.
See the template as a client-facing document, then open the same starting point inside Hanko.
Invoice
Recruitment Agency Invoice
Brightline Talent
billing@brightlinestudio.com
Invoice #: INV-2026-014
Issue date: September 30, 2026 | Due date: September 30, 2026
Candidate: Jordan Patel | Position: Head of Product | Start date: September 30, 2026
Total due
$16,000
Card, ACH, wire or stablecoin
Brightline Talent / VoltPay
Brightline Talent / VoltPay
| Description | Qty | Amount |
|---|---|---|
| Placement fee: 20% of $120,000 salary | 1 | $24,000 |
| Retained search deposit paid | 1 | -$8,000 |
Card, ACH, wire transfer or USDC.
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.
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.
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].
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.
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.
See how Hanko fits the complete client workflow for this industry, not just the invoice.
Invoice contingency or retained search work with the guarantee period documented on the record.
One account for proposals, agreements, invoices, client payments and contractor payouts.
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