Staffing bills two very different ways, weekly hours for the contractors you place and a one-time fee for a permanent placement, and the invoice has to be clear about which it is and how the number was reached. A good staffing agency invoice lists each worker, the hours and bill rate, or the placement fee, and references the timesheets and PO a client's accounts payable needs. Here is what to put on a staffing agency invoice, a sample you can copy, and the payment terms that get agencies paid faster.
What to include on a staffing agency invoice
A staffing agency invoice needs the standard fields plus several that fit placement and contract billing.
Your agency details and the client's:: your agency, the client company, and the billing contact.
A unique invoice number:: for both your records.
Invoice date and due date:: an exact due date, not just "net 30."
PO or job reference:: the purchase order or requisition number the client requires.
Billing period:: the week or period the invoice covers, for contract staff.
Itemized workers:: each placed worker, their hours, and the bill rate, or the role filled.
Bill rate, not pay rate:: the rate you charge the client, which includes your margin.
Overtime and shift differentials:: any overtime or premium hours, listed separately.
Placement fee, for permanent hires:: the fee, often a percentage of first-year salary.
Subtotal, tax, and total:: the amounts and the balance due.
Payment terms and methods:: how and when to pay, and a note that timesheets are attached.
Listing each worker with hours and bill rate, and referencing the approved timesheets, is what keeps a staffing invoice clear, since a client is paying for verified hours and needs to reconcile them.
Sample staffing agency invoice line items
Here is what realistic staffing line items look like, for a week of contract staff billed by the hour.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Contract staff, J. Smith (reg hours) | 40 | $45.00 | $1,800.00 |
| Contract staff, A. Lee (reg hours) | 38 | $52.00 | $1,976.00 |
| Overtime, J. Smith | 5 | $67.50 | $337.50 |
Subtotal: $4,113.50 · Total due: $4,113.50 · Timesheets attached · PO #4471
Listing each worker, their hours, and the bill rate, with overtime separate and the PO referenced, shows the client exactly what they are paying for and lets accounts payable match it to the approved timesheets.
Build your staffing agency invoice for free
You do not need to build this from scratch. Our free invoice generator lays out every field above, does the math, and downloads a professional PDF in minutes, with no signup. Add your workers, hours, and rates and send.
The free tool is ideal for a one-off invoice. What it does not do is remember your clients, generate the same weekly invoice, or track which are paid, which matters when you bill several clients every week. FileCurrent saves your client details so invoices auto-fill, and it tells you who has paid and who has not.
Payment terms for staffing agencies
Staffing gets paid most reliably when billing is prompt and tied to approved timesheets.
Invoice weekly for contract staff, right after timesheets are approved, so your billing keeps pace with the payroll you are already funding for those workers. Expect net 30 from client accounts payable, so include the PO number and an exact due date and add a late fee, since carrying payroll while a client pays slowly is a real cash squeeze. For permanent placements, invoice the fee on the start date with your guarantee period stated. The freelance recruiter contract covers the agreement your invoice bills against, and the freelance payment terms guide covers structuring the terms.
Frequently asked questions
What should a staffing agency invoice include?
Your agency and client details, a unique invoice number, the invoice and due dates, the PO or job reference, the billing period, each placed worker with hours and bill rate or the role filled, overtime separately, any permanent placement fee, the subtotal and total, and payment terms noting attached timesheets. Listing workers with hours and bill rate keeps the invoice clear.
How do staffing agencies invoice clients?
For contract staff, weekly by the hour: each worker's approved hours times the bill rate, which includes the agency's margin over the pay rate. For permanent placements, a one-time fee, often a percentage of the hire's first-year salary. The invoice references the PO and attaches timesheets so the client can verify the hours before paying.
What is the difference between bill rate and pay rate?
The pay rate is what the worker earns; the bill rate is what the agency charges the client, and it includes the agency's margin to cover payroll taxes, benefits, and profit. The invoice shows the bill rate, not the pay rate, since the bill rate is what the client agreed to pay for the placement.
How do I invoice a permanent placement fee?
Invoice the fee when the candidate starts, as a percentage of their first-year salary or a flat amount as agreed, referencing the role and start date. State your guarantee or replacement period on the invoice, the window in which you will replace the hire or refund if they leave, since that term is often tied to when the fee is considered earned.
How do I make a staffing agency invoice?
List your agency and client details, an invoice number, the dates, and the PO, then itemize each worker with hours and bill rate, or the placement fee, add overtime separately, attach timesheets, and show the total and terms. A free invoice generator handles the layout and math, and a dedicated tool generates weekly invoices and tracks payment across clients.
A clear staffing agency invoice ties every dollar to approved hours and gets you paid while you carry payroll. FileCurrent saves your clients, generates recurring invoices, and chases late payments automatically, so the billing keeps pace with the placements. $15/month or $129/year. 7-day free trial, no card required.