Free Recruiting Invoice Template

Recruiting quote and invoice template for sourcing, screening, and placement work. No account required.

Free Forever

Free plan adds watermark

Instant PDF Export

Local Drafts

Pro Tip

Add clear payment terms ("Net 14" or "Due on receipt") to reduce back-and-forth and speed up payment.

Invoice template details

Built for recruiting billing

A good recruiting invoice should make it obvious what was delivered, how the total was calculated, and when payment is due. This template starts with realistic line items for recruiting work, then leaves room for taxes, discounts, shipping or extra fees, notes, and a clear balance due.

Use it for one-off projects, repeat client work, retainers, service visits, or follow-up billing after a quote has been approved. You can edit every field in the browser and export the finished PDF when the details match your job.

What to include before sending

Add a client name, invoice number, issue date, and payment deadline so the invoice is easy to track.
Break out the work into clear line items such as Candidate sourcing, Screening and shortlist, Placement fee.
Confirm taxes, discounts, deposits, and payment terms. The starter terms for this template are Net 14..

Industry billing guidance

Make your recruiting invoice easier to review and pay

Use this recruiting quote template to turn a search brief into a clear commercial scope. It separates sourcing, screening, shortlist delivery, and placement fees so the client can see what is billed at each stage and which event triggers the final fee.

Best for

Contingency, retained, and fixed-fee recruitment projects
Candidate sourcing, screening, and shortlist delivery
Single-role searches and multi-role hiring assignments

Line item ideas

Separate upfront, milestone, and placement-based fees
Use line details for the role, stage, and agreed deliverable
List approved advertising or assessment costs separately

Helpful notes

Define the event that makes each fee payable
Reference replacement, cancellation, and exclusivity terms
Avoid adding candidate personal data that billing staff do not need

Want to tighten the details before sending? Read the invoice writing guide or compare this with the matching quote template.

Pick a layout

Each option opens the generator with Recruiting prefilled.

Modern

Balanced, versatile layout for most jobs.

Clean

Crisp minimalist style with strong readability.

Formal

Structured formal layout for detailed projects.

Checklist

agency

Identify the role and hiring entity
Define sourcing, screening, and shortlist deliverables
State the fee model and when each fee becomes due
Add replacement, cancellation, and exclusivity terms from the agreement
Confirm tax, currency, validity, and payment dates

FAQs

What should a recruiting quote include?

Identify the role, sourcing and screening deliverables, fee model, payment trigger, quote validity, and any replacement, exclusivity, cancellation, or expense terms that are part of the proposed agreement.

How should a placement fee appear on an invoice?

Name the role and candidate or agreed reference where appropriate, state the fixed fee or agreed calculation basis, and show when the fee became due under the client agreement. Avoid including unnecessary candidate personal data.

Should sourcing and placement be separate line items?

Yes when they are billed at different stages or under different fee conditions. Separate lines make retained, milestone, or placement-based charges easier for the client to review.

Can expenses be added to a recruiting invoice?

Add only expenses allowed by the agreement, such as approved advertising or assessment costs. Itemize them and retain supporting records instead of folding them into an unexplained fee.