Invoice templates
Staffing invoice template
Per-contractor timesheet line items with bill rate and markup shown — built for a weekly or bi-weekly billing cycle.
Preview
See the template as a client-facing document, then open the same starting point inside Hanko.
Roster Workforce
billing@example.com
Contract staffing
INVOICE
#INV-2026-042
Bill to
Northstar Group
Alex Morgan
Engagement details
What this is
A staffing invoice bills contractor hours against an agreed bill rate (pay rate plus markup), with each contractor itemized separately so the client can reconcile the invoice against their own timesheet approvals.
When to use it
- Billing a weekly or bi-weekly cycle of contractor hours
- Invoicing multiple contractors placed with the same client
- Billing overtime hours at a different rate
What to include
Per-contractor line items
Each contractor's hours, rate, and total shown separately, not combined into one number.
Billing period
The exact date range the timesheet covers.
Overtime, if applicable
Billed at its own rate, stated explicitly.
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-2026-XX]
Issue date: [Date] | Due date: [Date]
Billing period: [Start Date] – [End Date]
From / Bill to
[Your Staffing Firm Name] / [Client Company Name]
Line items
Contractor Role Hours Rate Amount
[Contractor Name] Senior Developer 40 $85/hr $3,400
[Contractor Name] QA Engineer 38 $55/hr $2,090
Overtime (if applicable)
Contractor Hours Rate Amount
[Contractor Name] [X] $[rate]/hr $[amount]
Totals
Subtotal: $[amount]
Total due: $[amount]
Payment terms & methods
Due within [7-15] days of issue date, per the weekly/bi-weekly billing cycle.
Card, ACH, wire transfer [and stablecoin — USDC, if applicable].
How to customize it
- List every contractor as their own line, with hours and rate visible
- Match the invoice cycle to your timesheet approval cadence, not a monthly default
- State the overtime rate explicitly if any contractor worked beyond standard hours
Common mistakes
- Combining multiple contractors into one total instead of itemizing each
- Invoicing before timesheets are approved, risking a dispute over hours already billed
- No stated overtime rate, leaving those hours ambiguous
Frequently asked questions
How often should staffing invoices be sent?
Weekly or bi-weekly, matched to the timesheet approval cycle — invoicing monthly creates a large, harder-to-reconcile bill and slower cash flow.
Should timesheets be approved before invoicing?
Where possible, yes — this avoids turning a timesheet disagreement into a payment dispute after the invoice has already been sent.
Running this whole industry's workflow
See how Hanko fits the complete client workflow for this industry, not just the invoice.
Other templates
Put your contractor billing on a recurring weekly cycle
Recurring invoices in Hanko, itemized by contractor, matched to your timesheet cadence.