Recruiting firm · Finance
Placement fee invoicing
Invoice every placement fee on the right salary with the client's purchase order on it, and pay commission only on fees that came in. The client confirms the invoice details and their approval through a shared link, and finance and the managing director approve before anything goes out.
- Duration: From start date to paid commission
- How often: For every permanent placement
- Steps: 9 steps
- AI agents: 1 AI agent
- Approvals: 2 approvals
Free plan, no credit card needed.
What changes with this template
Without it
Invoices go out on the wrong salary or without the client's purchase order.
Nobody knows an invoice is stuck in the client's approval process until it is overdue.
Commission is paid on fees that were never collected.
Finance recalculates every fee by hand from the offer letter.
With it
The client confirms the salary, invoice contact and purchase order before the invoice is raised.
The client records whether the invoice is approved for payment, and what is holding it up.
Commission is calculated after payment and approved before payroll.
An AI agent calculates the fee and drafts the invoice, and finance checks it.
The template, step by step
Each step says who does it: someone on your team, an AI agent, or the client through a shared link. An approval keeps every later step locked until it is given.
- Done by your team
- Done by an AI agent
- Done by the client, through a shared link
Starts when
A placed candidate starts work. The account manager starts a run with the placement, the agreed salary and the fee terms.
- 1
Record the placement and its fee terms
Start dateAccount manager · Team
Record the start, the agreed salary and the fee percentage from the terms of business, and send the client the start date and salary with the shared link.
Checklist
- Start confirmed with the client
- Fee checked against the signed terms
- Shared link sent to the client contact
Fields to fill in
- Placed candidate and role (required)
- Start date (required)
- Agreed first-year salary (required)
- Fee percentage (required)
- 2
Client confirms the invoice details
Days 1 to 3Client contact · Shared link
Through the shared link, the client confirms the start date and salary the account manager sent, and gives the invoice email, billing entity and any purchase order number.
Checklist
- Start date confirmed
- Salary confirmed
Fields to fill in
- Invoice email (required)
- Billing entity and address (required)
- Purchase order number
- 3
Calculate the fee and draft the invoice
Day 3Invoice checker · AI agent
The invoice checker calculates the fee from the salary and percentage, checks it against the terms in its instructions, drafts the invoice lines and the cover email, and flags missing details.
Fields to fill in
- Fee calculation and invoice lines (required)
- Draft cover email
Checked by: The finance administrator checks the calculation and approves the invoice in step 4.
- 4
Approve and send the invoice
Day 4Finance administrator · Team
Check the calculation and the details, raise the invoice in your accounting system and send it with the cover email.
Checklist
- Fee matches salary and percentage
- Purchase order number on the invoice
- Sent to the confirmed invoice email
Fields to fill in
- Invoice number (required)
- Due date (required)
Approval: Payment tracking and commission stay locked until the finance administrator approves the invoice.
- 5
Client confirms the invoice is approved for payment
Week 2Client contact · Shared link
Through the shared link, the client confirms the invoice is approved for payment, or notes what is holding it up.
Fields to fill in
- Invoice status (required)
- What is holding it up
- 6
Track and record the payment
Due dateFinance administrator · Team
Check for payment on the due date, chase if it is late, and mark the run blocked with the reason if payment is disputed.
Checklist
- Payment matched to the invoice
- Reminders sent if overdue
Fields to fill in
- Paid on (required)
- Amount received (required)
- 7
Calculate the recruiter's commission
Hidden from the shared linkAfter paymentFinance administrator · Team
Calculate the commission under your commission plan, including any split between recruiters.
Checklist
- Plan rules applied
- Split agreed by both recruiters
Fields to fill in
- Commission amount (required)
- Recruiters and split (required)
- 8
Approve the commission
Hidden from the shared linkAfter paymentManaging director · Team
Check the commission against the plan and the payment received, and approve it for the next payroll.
Checklist
- Fee paid in full
- Calculation follows the plan
- Guarantee period considered
Approval: Commission is not passed to payroll until the managing director approves it.
- 9
Pass the commission to payroll
Hidden from the shared linkPayroll dateFinance administrator · Team
Send the approved commission to payroll and tell the recruiters which payroll it is in.
Checklist
- Commission sent to payroll
- Recruiters told
Fields to fill in
- Payroll month (required)
Done when
The fee is paid and matched to the invoice, and the recruiter's commission is approved and passed to payroll.
Make it yours. Rename steps, change owners and add checklist items, fields or approvals. The template is a starting point for the way your team works.
The AI agents in this template
An agent only works on its own steps, and a person on your team checks what it did. Anything an agent writes to a connected app waits for approval unless you allow it.
Invoice checker
Calculates the placement fee from the values on the run and drafts the invoice lines and the cover email.
What it does
- Reads the salary, fee percentage and invoice details on the run
- Calculates the fee and checks it against the terms in its instructions
- Drafts the invoice lines and the cover email
- Flags a missing purchase order number or invoice detail
Checked by: The finance administrator checks the calculation and approves the invoice in step 4.
Questions this template answers
Base the fee on the salary and percentage the client confirmed, and check the calculation before the invoice goes out. Step 2 has the client confirm the salary and invoice details, and step 4 is an approval gate on the calculation and the invoice.
Ask the client for the purchase order number and the invoice contact before you raise the invoice. In step 2 the client records both through the shared link, and step 4 checks they are on the invoice.
Ask the client to confirm the invoice is approved for payment, and chase from the due date. In step 5 the client records the invoice status through the shared link, and step 6 chases late payment and marks the run blocked if payment is disputed.
Calculate commission after the payment is matched, and have it approved before payroll. Step 7 calculates the commission once step 6 records the payment, and step 8 is the managing director's approval gate.
Let AI do the calculation and the drafting, and keep the approval with finance. The invoice checker calculates the fee and drafts the invoice lines in step 3, and the finance administrator checks and approves them in step 4.
Record the split when the commission is calculated, and have both recruiters agree to it before approval. Step 7 records the recruiters and their split, with their agreement on its checklist, before the managing director approves in step 8.
Run this workflow in OKiDO
Set up the steps, owners and approvals once, then start a run for every new case.