Staffing Agency Invoice Template
Keep your billing process organized and professional with our free, customizable staffing agency invoice templates.
Whether you’re a startup recruitment firm or an established staffing agency, having a standardized invoice template saves time, ensures accuracy, and improves your cash flow management.
Downloadable Staffing Agency Invoice Templates
Looking for a quick way to bill your clients? Download our professionally designed, easy-to-use recruitment invoice templates — available in Microsoft Word and Excel
formats.
Each template is tailored for staffing and recruitment agencies, including line items for hourly billing, contract details, and tax breakdowns.
When Should I Use a Recruitment Invoice Template?
Use a recruitment invoice template anytime you need to bill a client for staffing services you’ve provided. This includes:
- Temporary or contract placements
- Permanent placement fees
- Retainer agreements
- Payroll pass-through billing
- Project-based recruiting services
A well-formatted invoice helps ensure faster payment and reduces back-and-forth questions from clients.
How Do I Create a Recruitment Invoice Template?
Creating a recruitment invoice template is simple if you know what to include. Start with a blank document or spreadsheet and make sure it has:
- Your staffing agency’s name, address, and contact info
- Your client’s company name and address
- A unique invoice number
- Date of service and invoice issue date
- A breakdown of services provided (e.g., candidate placement, hours worked, bill rate)
- Total amount due, taxes, and payment terms
- Payment instructions (e.g., ACH details, check mailing address)
Once you’ve created your template, save it as a reusable file to streamline your future
invoicing process.
What Should Be Included in a Recruitment Invoice
Template?
Use a recruitment invoice Every recruitment invoice should clearly show:
- Agency and client details
- Invoice number and date
- Detailed description of services (e.g., “40 hours @ $35/hr – Administrative
- Assistant”)
- Total amount due, including any taxes or fees
- Payment terms (e.g., Net 15, Net 30)
- Instructions for payment
Optional but helpful additions include PO numbers, staffing contract references, and contact info for billing-related questions.
Can I Find Free Recruitment Invoice Templates Online?
Yes! There are many websites that offer free downloadable invoice templates
specifically for staffing agencies, including Microsoft Office templates, Google
Docs/Sheets, and platforms like Canva, FreshBooks, and Invoice Ninja. However, make
sure any template you choose allows for easy customization and includes sections
relevant to the staffing industry.
Advance Partners also offers free, downloadable recruitment invoice templates
designed by staffing finance experts.
Invoice Considerations for Staffing Firms
Staffing firms face unique invoicing challenges, including:
- Client-specific formatting requirements: Some clients require invoices in specific formats or through vendor management systems (VMS).
- Accurate time tracking: Make sure billable hours align with approved timesheets.
- Multi-location and multi-job invoicing: Include clear breakdowns for multiple assignments or departments.
- Payroll integration: Align your invoicing with payroll systems to avoid discrepancies
- Late payments: Clearly state payment terms and follow up consistently to ensure healthy cash flow.
Using a consistent invoice template can help eliminate errors, standardize billing across
clients, and support faster payment turnaround.
Want help streamlining your invoicing, funding, and back office operations?
Contact Advance Partners today to learn how we support staffing firms with payroll
funding, invoicing services, and back office solutions designed specifically for staffing.
