Staffing Invoice Template
Create a professional staffing invoice with editable invoice templates for worker hours, placements, roles, rates, overtime, and staffing-related fees.
Choose the Best Invoice Template for Your Staffing Business
Create A Professional
Staffing Invoice in Minutes
Add your staffing business and client details, itemize the products or services provided, and generate a professional invoice when you are ready.
1
Invoice details
Set the document identity, dates and currency.
Logo
Upload file
JPG, JPEG, PNG, less than 5 MB
Invoice number
Currency
USD
Issue date
Due date
2
Business & client
Add the details your client needs to identify both parties
From
Company Name
Contact name
Address
Email Address
Phone Number
Bill To
Client name
Address
Email Address
Phone Number
3
Products & services
Itemize what you’re charging for. Totals update automatically.
4
Totals & payment
Apply adjustments and tell your client how to pay.
Payment instructions
Notes
Sub Total
$0.00
Tax Rate
%
Discount
$
Total
$0.00
Amount paid
$
Balance Due
$0.00
What to include in Staffing Invoice
A clear staffing invoice helps prevent disputes and ensures timely payment. Use this checklist to include the essential details.
- 1
Business Header & Contact
Company name, logo, phone number, email address, and physical business location.
- 2
Client Contact Information
Client's full name or business entity name, billing address, phone number, and email.
- 3
Invoice Metadata
Unique invoice number, invoice issue date, and payment due date (e.g., Net 15 / Due upon receipt).
- 4
Cost Summary & Taxes
Subtotal for services, local sales taxes (if applicable), applied discounts, and final bolded Total Due.
- 5
Deposit & Balance Tracking
Original estimate total, pre-paid deposit deductions (e.g., 'Less Deposit Received: -$500'), and remaining net balance due.
- 6
Payment Instructions
Accepted payment methods, including direct online payment links (Credit/ACH), check mailing address, or bank transfer details.
- 7
Worker & Assignment Details
Identify the client, assignment, department or role, and billing period associated with the staffed position.
- 8
Hours, Shifts & Bill Rates
Record the hours or shifts supplied and the applicable bill rate for each worker or role.
- 9
Overtime & Premium Hours
Separately identify overtime, holiday, weekend, night-shift, or other premium hours when applicable.
- 10
Expenses & Additional Services
List approved recruitment, travel, background-check, transportation, equipment, or other staffing-related charges separately.
Common Staffing Services & Billing Items
How Staffing charges are typically structured and billed.
Common Services
What's Included
Billing Items
Temporary Staffing
Placement or referral service, Date or client, Labor hours, Work performed, and Service date
Placement FeesBillable Labor
Permanent Placement
Placement or referral service, Date or client, Overtime hours, Service date, and Service location or project
Placement FeesOvertime
Contract Staffing
Labor hours, Work performed, Overtime hours, Service date, and Service location or project
Billable LaborOvertime
Executive Search
Placement or referral service, Date or client, Labor hours, Work performed, Administrative service, and Date or period
Placement FeesBillable LaborAdministrative Fees
Payroll Staffing
Labor hours, Work performed, Administrative service, Date or period, and Service date
Billable LaborAdministrative Fees
Recruitment Services
Placement or referral service, Date or client, Overtime hours, Service date, Administrative service, and Date or period
Placement FeesOvertimeAdministrative Fees
Temp-to-Hire Placement
Placement or referral service, Date or client, Labor hours, Work performed, Overtime hours, and Service date
Placement FeesBillable LaborOvertime
Placement Fees: Charges for recruiting, placement, or staffing services.
Billable Labor: Charges for workers' hours or labor supplied to the client.
Overtime: Charges for security coverage beyond the standard scheduled hours.
Administrative Fees: Charges for reports, notices, accounting, paperwork, or management administration.
Staffing Invoicing Tips
Staffing costs vary by service scope, pricing method, and additional requirements. A detailed invoice helps customers understand every charge and reduces payment disputes.
1
Match Hours to Timesheets
Staffing invoices are commonly verified against worker timesheets. Best practice: use the same dates, workers, shifts, and hours shown on approved time records.
2
Separate Regular and Premium Hours
Overtime and special shifts may have different billing rates. Best practice: show regular hours separately from overtime, holiday, or other premium hours.
3
Organize Billing by Worker or Assignment
Clients may have multiple temporary workers across different departments. Best practice: group charges by worker, role, or assignment so the invoice can be reviewed efficiently.
4
Track Contract-Specific Fees
Staffing agreements may include placement fees, conversion fees, overtime rules, or other special charges. Best practice: identify these separately and apply the terms consistently.
Reusable Billing Structure in Invoice Software
Use the items above to quickly create a Staffing Invoice Template in Invoice Zip.
FAQs about Staffing Invoicing
Q: How should a staffing agency invoice temporary workers based on hours worked?
A: The invoice can show each worker or staffing category, hours worked, applicable bill rate, and total charge. This allows the client to reconcile staffing costs with time records.
Q: How should a staffing agency separate regular hours from overtime hours?
A: Regular and overtime hours should be listed separately when they have different bill rates. This makes it easier for the client to verify additional labor costs.
Q: How should a staffing agency invoice different workers with different bill rates?
A: Workers or job classifications can be listed separately with their corresponding hours and rates. This is useful when a client uses several types of temporary or contract staff.
Q: How should a staffing agency handle placement fees for permanent hires?
A: A permanent placement fee can be listed separately from temporary staffing charges. The invoice can identify the placement or candidate and the agreed recruitment fee.
Q: How should a staffing invoice account for timesheet adjustments or corrected hours?
A: Corrections can be shown as separate additions or credits referencing the affected billing period. This creates a clearer audit trail when previously reported hours need to be adjusted.
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