What this does
When a candidate’s status flips to “offer accepted” on a permanent placement, the snapshot generates the placement-fee invoice automatically. The fee calculation uses the candidate’s first-year base salary and your agreed-upon percentage (or flat fee), with proper line items for the client’s AP team.
The invoice goes out via email + uploads to the client portal. Payment terms (typically net-30) start counting from the candidate’s start date, not from the offer-accepted date. The system reminds your AR team — and the client — as the due date approaches.
Why this matters
Most agencies lose money on billing in three ways: (1) invoices go out late because someone has to remember to generate them, (2) invoices have errors because they’re hand-keyed, (3) invoices get forgotten in AR because no one has a follow-up reminder. The snapshot fixes all three.
For temp-to-hire conversions, the conversion-fee schedule is the trickiest billing scenario. The snapshot tracks the original assignment, the contractor’s hours worked, and the prorated conversion fee per your client agreement. The invoice generates correctly without anyone doing math.
How it’s configured
Each client has a billing profile: placement fee percentage (or flat), payment terms, conversion-fee schedule, AP contact, PO requirements. When a placement triggers, the snapshot uses the right profile.
For agencies running multiple billing models (perm, contract-to-hire, retained), each engagement type has its own billing config. No more “wait, what was the fee on this one again?” moments.
What you’ll have on day 1
- Per-client billing profile
- Automatic invoice generation on offer-accepted
- Prorated conversion-fee calculations for temp-to-hire
- Net-30 / net-45 / net-60 payment-term tracking
- AR reminder cadence (7 days, 1 day, on-due, overdue)
- Stripe / QuickBooks / Xero export for revenue recognition