Recruitment Agency Invoice Template

Downloads: 1,828

Recruitment Agency Invoice Template presents the amount owed by a Client as a formal request of payment. This request may be the result of finding a suitable long-term hire for the Client, short-term temporary personnel, or a one-day assignment. Coordinating the scheduling and paperwork involved in running a Recruitment Agency or Firm may be daunting in many aspects however, the invoicing process can be made efficient by standardizing it. Use this template to develop an invoice that will not vary in structure from Client to Client while presenting the unique information defining each job.

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How to Write in PDF and MS Word

Download: Adobe PDF & Microsoft Word (.docx)

Step 1 – Save The Recruitment Agency Invoice In The Format You Prefer

The “Adobe PDF” or “Microsoft Word (.docx)” versions of this invoice form can be downloaded at your discretion. Either link above will grant access to its respective file once you click it. Similarly, the buttons in the sample image’s caption area will enable you to save these files as well.


Step 2 – Record The Recruitment Agency Name

Input the Recruitment Agency’s “Company Name” in the first textbox presented on this page. You may find this item in the upper left-hand corner just above a set of labeled lines.  The lines beginning with the “Name” label in this area call for the Recruitment Agency information needed to contact it. Before we proceed, report the full name of the Recruitment Agent or Agency Representative handling this account on the “Name” line.  Furnish the Recruitment Agency’s mailing address utilizing the “Street Address” line to display its building number, street, and applicable suite number before reporting its “City, State, Country”  Document the Recruitment Agency’s “Zip Code” on the next available line.  Our header displays the basic information required to contact the Agency, but we should continue with more convenient measures. Two additional lines (“Phone” and “E-Mail”) enable the Recruitment Agency to include its current office line and email information as a completion for this area.


Step 3 – Introduce This Document With Its Filing Information

The Recruitment Agency should have determined a filing number for this bill. This “Invoice #” is the first item introducing the body of this invoice and must be populated with the filing number mentioned.  The next piece of information will attach a specific “Date” to the Recruitment Agency’s payment request. Report the calendar day you wish this invoice to first apply to the Recruitment Client on the line corresponding to the “Date” label. 


Step 4 – Document The Recruitment Client Identity

This invoice will need to focus on a Recipient. This will be the Recruitment Client receiving this paperwork with the intention of fulfilling the Payer’s obligation. The “Name” of the Recruitment Client should be documented on the first line in the next area relying upon your production (“Bill To”).  Complete the billing information with the Recruitment Client’s complete mailing address. Use the lines “Street Address” through “ZIP Code” for this purpose.


Step 5 – Produce The Employment Contract Details Being Billed

The table included with this template serves as a structure to house the reason for this bill. This may be a long-term employment contract entitling the Agency to a certain percentage, a one-time event, or service with a set range of dates requiring payment. Thus make sure that a production of the assignment or contract requiring payment is listed in the “Description” box of this table.


Step 6 – Deliver The Recruitment Costs To The Client

The “Amount” that must be paid to the Recruitment Agency should be listed in the first box of the next column.  Continue down this column to “Subtotal” where you must solidify how much is being charged. Achieve this by adding all the recruitment amounts needing payment to a single value for display as the contents for this field.  Any taxes required of the Recruitment Client for this bill must be dispensed to the “Tax” box. The final textbox of this table calls for the recruitment “Subtotal” and “Tax” to be combined as one figure as the “Total” sum owed.


Step 7 – Give The Recruitment Client A Deadline   

Generally, this invoice will be expected to offer some guidelines applying to its payment. A brief sentence “Payment Is Due…” delivers a subtle instruction to pay this bill within a predetermined period following the invoice “Date.” The number of “Days” the concerned grace period consists of is expected on the blank line in this statement. Note: This statement will be ineffectual if you do not supply this number.

Step 8 – Include Unaddressed Recruitment Topics Or Additional Information As Needed   

Information regarding the Recruitment Agency’s payment preferences, options, or any additional paperwork may be included as well by simply typing it into the area after the phrase “Comments Or Special Instruction” or, if more room is required, you may use this space to name documents that are being attached to this invoice.


How to Write in MS Excel

Download: Microsoft Excel (.xlsx)

Step 1 – Acquire The Recruitment Agency Spreadsheet Invoice For Your Use

Issue an invoice for recruitment services using your copy of “Excel” by downloading it from the button captioning the sample image. If preferred the same access is given through the “Microsoft Excel (.xlsx)” text link in this section.


Step 2 – Name The Recruitment Agency

This spreadsheet has been segmented by several areas or sections. The first of which will focus purely on the Recruitment Agency sending this invoice and is located in the first column. The first field, cell A1, calls for the Recruitment Agency logo. Seek out this image file on your computer then import it to this field.  Cell A2 of this column seeks the Recruitment Agency’s name as it appears on the books. Notice this field will retain a large font when you produce this information so it will display prominently.  Next, the Recruitment Agent representing this entity must self-identify as a Representative of the Recruitment Agency authorized to seek payment. Cell A3 anticipates this “Name” in its contents.  Cell A4 bearing the “Street Address” designation should be used to display the first line of the Recruitment Agency’s mailing address while cell A5 (“City, State, Country”) should be utilized to show the second line of this entity’s mailing address.  Record the Recruitment Agency’s postal code in cell A6 in place of the text “Zip Code.”  Cell A7, reserved for the Recruitment Agent’s “E-Mail” address with the Agency. Report this accordingly.  Finally use cell A8 to show the Recruitment Agency’s business telephone number 


Step 3 – Directly Invoice The Recruitment Agency Client

Many would consider it crucial that we definitively identify the Recruitment Agency Client obligated for payment as such. We will use the effect of the “Bill To” heading to assign the Payer role to the Recruitment Client by inputting his or her full “Name” in cell A11. If the Recruitment Client is a business entity report its “Name” accordingly in this field.  Below this, the complete address of the Recruitment Agency Client is needed. The first two cells will accept the “Street Address” (cell A12) and “City, State, Country” (cell A13) where the Recruitment Client receives its paper bill.  The “Zip Code” of the Recruitment Agency’s address has a separate area of display in cell A14 


Step 4 – Identify The Agency’s Filing Information For This Document

The details necessary to keep track of this document will be called for in cells F4 and H4. The first one (F4) is reserved for the invoice number determined for this purpose. Record the Recruitment Assignment’s “Invoice #” for this bill in cell F4.  This area of the header will also display an invoice “Date” which will name the calendar day when this bill is active. The default will be the calendar “Date” read on your computer but if this may be edited if inappropriate for the Client or job being billed. To do so, simply click anywhere in cell H4 then type over the default “Date”   


Step 5 – Report The Recruitment Services Requiring Payment

The spreadsheet we are working on presents a table beginning with cell A17 (titled “Description”). This cell is strictly for a written-out detail of the recruitment services that were provided. Normally, this report may be in the form of an ongoing contract’s title and signature date but if this invoice is addressing a one-time assignment, you may also simply list the dates and times when the recruitment services were provided.


Step 6 – Produce All Applicable Costs To The Recruitment Agency Client

The cost of recruitment to the Client must be displayed for review before we present the final amounts owed. First, locate cell H17 under the “Amount” heading. All costs that must be reported should be documented in this field.  The “Subtotal” of the recruitment amounts reported should be added in cell H18. If you only entered one recruitment cost and no addition is necessary, then re-enter this “Amount” as the “Subtotal” as well. Normally, the locality or State where the Recruitment Agency will not impose a tax on most services however if a service tax must be paid by the Client for the recruitment “Subtotal” then it must be on display. Similarly, if any products (i.e. recruitment assessment test kits) were sold, it would be likely a sales “Tax” must be applied. All applicable taxes will be expected in cell H19 the “Total” recruitment cost to the Client will be a result of adding cell H18 (the recruitment “Subtotal”) to cell H19 (the “Tax” you calculated then reported) then presenting the result in cell H20 


Step 7 – Apply The Recruitment Agency Grace Period For This Bill

The Recruitment Agency will expect a timely payment and may apply a grace period (as a matter of days) to the payment. Oftentimes, this simple act will prompt a payment. Define this period by entering the number just before the word “Days” in cell H21’s statement. 


Step 8 – Comments Concerning Recruitment Services Or Payment May Be Attached

If the Recruitment Agency has additional material that should be delivered as part of this invoice then, cell H22 will accept your entry for this content.

Downloads: 1,828