Professional services

Invoices and Receipts for Recruiting Agencies

Recruiting agencies bill placement fees on permanent hires, retained-search instalments, and margins on temporary or contract staff. Receipt Caker gives you a browser tool to itemize each of these on a professional invoice with a live preview and automatic totals. When a client pays, you build a matching receipt the same way.

How do recruiting agencies invoice with Receipt Caker?: Receipt Caker is a free browser tool for building recruiting agency invoices and receipts. You add a line for a permanent placement fee, a retained-search instalment, or a temp margin, then enter the amounts. Subtotal, tax and total update automatically in the live preview. Add your agency and role details, then export a PNG free or a watermark-free PDF with your logo on Pro.

Documents recruiting agencies issue

Placement fee invoice

Bills a permanent-hire fee, often a percentage of salary, noting the candidate and role.

Retained-search invoice

Charges a retained-search instalment against an agreed engagement schedule.

Temp margin invoice

Bills hours or a margin for temporary or contract staff supplied over a period.

Placement receipt

Confirms a client payment against a fee or instalment, recording amount and role.

Why recruiting agencies use Receipt Caker

Bill placement fees, retained instalments and temp margins on one invoice.
Automatic subtotal, tax and total as you edit each line item.
Add your agency logo and remove the watermark on the Pro plan.
No signup, and client figures stay in your browser during rendering.
Export a free PNG or a watermark-free PDF to email to clients.

How the billing workflow works

1
Enter the fee
Add a line for the placement fee, retained instalment or temp margin, with the role noted.
2
Set amounts and tax
Enter the fee or hours and rate and a tax rate; totals update in the live preview.
3
Add the details
Fill in your agency name, the client, candidate or role, invoice number and terms.
4
Export and send
Download a PNG free or a PDF on Pro, then send the invoice to the client yourself.

Placement fees a client can verify

A permanent placement fee is often a percentage of the candidate's salary, and a client's finance team will want to see how it was arrived at. Receipt Caker lets you set out the fee as a clear line, and you can note the candidate, the role and the basis of the fee in the description so there is no ambiguity.

Because the totals recalculate as you type, the tax and grand total always match the fee line, which keeps the bill clean on what can be a significant single charge.

Retained search and temporary staff

Retained assignments are billed in instalments across the search, so each invoice covers one instalment with a note of where it sits in the schedule. Temporary and contract placements are different again, billed on hours worked or a margin over a period.

Because you control the line items and descriptions, one document can bill a retained instalment while another handles a batch of temp hours, each presented in the way that assignment demands.

Records across placements

Agencies run many placements at once, so a clean record of what has been invoiced and paid per client matters. A receipt on each payment, mirroring the invoice, gives both sides a tidy trail.

Everything renders in the browser and exports as a PNG or, on Pro, a branded PDF. Receipt Caker is a document generator; it does not track candidates, run timesheets or collect payments, so those stay in your own systems.

Frequently asked questions

How do I invoice a percentage-based placement fee?

You calculate the fee from the candidate's salary and enter the resulting amount as a line item, using the description to note the candidate, the role and the basis of the fee, such as the percentage applied. Receipt Caker does not compute the percentage for you, so you work out the figure from your own agreement, but once entered it is added to the subtotal and your tax rate is applied automatically in the live preview. Setting out the basis in the description helps the client's finance team verify the charge without having to come back to you. You can add other lines to the same invoice if needed, for example an advertising recharge. When the invoice is paid you can issue a matching receipt recording the settled fee. The tool builds and exports the document; sending it to the client and tracking the placement remain your responsibility.

Can I bill retained search in instalments?

Yes. Because Receipt Caker works with line items and a new document per invoice, you create an invoice for each retained-search instalment as it falls due. Add a line describing the instalment, noting where it sits in the agreed schedule, for example the initial engagement, the shortlist stage or completion, and enter the amount. Keeping the schedule position in the description helps both sides track progress across the assignment. The subtotal, tax and total recalculate automatically in the live preview. As the search progresses you produce the next instalment invoice, keeping the client and assignment reference consistent. The tool does not manage the instalment schedule or release invoices automatically, so you create each one when it is due and send it yourself. When an instalment is paid, you can issue a receipt that records it, giving both parties a clean record across the retained engagement.

How do I bill temporary or contract staff hours?

For temporary or contract placements you bill on hours worked or on your margin, and Receipt Caker handles this with line items that take a quantity and a rate. Enter the hours as the quantity and your charge rate, and the tool multiplies them and adds the result to the subtotal, applying your tax rate in the live preview. You can add a line per worker or per role if you are supplying several people, each with its own description so the client can see who and what they are paying for over the period. The totals update as you edit, so the final figure always matches the detail. Note that the tool does not run timesheets or collect the hours for you; you enter them from your own records. Once the invoice looks right you export it as a PNG or a branded PDF and send it to the client yourself.

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