Free staffing agency invoice generator
Bill temp hours against approved timesheets with the bill rate applied, overtime at the correct multiple, and placement fees tied to a written guarantee period.
Build your staffing agency invoice
Prefilled with a weekly temp staffing invoice. Replace the workers, hours and rates, then download.
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What is a staffing agency invoice?
A staffing agency invoice is matched line by line against something the client already has: an approved timesheet, a purchase order and a rate card. If any of the three does not reconcile, the invoice goes into a query queue and payment slips two weeks — which matters more in staffing than almost any other business, because you have already paid the worker.
So structure it for matching. One line per worker per week, showing regular and overtime hours separately at their bill rates, with the timesheet or assignment reference next to each. Weekly billing is standard for temp labour and keeps the gap between paying wages and collecting revenue as small as possible.
Placement fees follow different rules. A direct-hire fee is a percentage of first-year compensation, invoiced on the start date, and carries a guarantee — a replacement or a prorated refund if the placement ends within a stated window. Write the percentage, the salary it was calculated on and the guarantee terms on the invoice itself, because that is the document the client will pull out in month three.
What to include
Everything below is already in the generator above — this is what each part is for.
Client, PO and assignment
The client entity, purchase order number and the assignment or requisition reference.
Worker and week
Each worker by name or ID, with the week ending date and timesheet reference.
Regular and overtime hours
Hours split by type, each at its own bill rate, matching the approved timesheet.
Bill rate or markup
The agreed bill rate, or the pay rate and markup where the contract is transparent.
Placement fees
Percentage, the first-year compensation it applies to, and the start date.
Guarantee and replacement terms
The guarantee window and what happens if the placement does not hold.
Three steps to a finished PDF
Enter the client, PO and week
Client entity, PO number, assignment reference and the week ending date.
List workers, hours and rates
One line per worker with regular and overtime hours at their bill rates, plus any placement fee.
Download and send
Download the PDF, attach the approved timesheets and send it the day after week end.
Bill rates, overtime and placement guarantees
Invoice weekly and attach the timesheets
You pay the worker on Friday whether or not the client has paid you. Weekly invoicing with approved timesheets attached is the standard, and it should go out within one business day of week end. Every day of delay in sending is a day added to a cycle you are financing out of your own working capital.
Get overtime right, contractually and factually
- Overtime is generally paid at 1.5× the worker's regular rate over 40 hours in a workweek under federal law, with stricter state rules in places like California.
- The bill rate for overtime hours should be defined in the client agreement — usually the markup applied to the overtime pay rate.
- Show regular and overtime hours as separate lines so the client can approve them separately.
Make placement fees and guarantees explicit
State the percentage, the first-year base compensation it was calculated on, the candidate, the start date and the guarantee. A typical guarantee gives a free replacement, or a prorated refund, if the hire leaves within thirty to ninety days. The invoice is where the client will look for those terms later, so they belong there and not only in the master agreement.
Watch conversion and back-out clauses
Temp-to-perm conversion fees, and back-out or buy-out clauses when a client hires a temp directly, are the parts of a staffing agreement most often forgotten and most often litigated. When an invoice covers a conversion, cite the clause, show the calculation and note the hours already worked that reduce the fee if your contract provides for that.
Three mistakes that delay payment
Invoice sent days after week end
You have already paid the workers. Every delay is your capital funding the client's float.
Overtime buried in a single hours line
It will not match the approved timesheet, and the whole invoice goes into query.
Placement fee with no guarantee stated
The guarantee conversation happens after a hire quits. Put the terms on the invoice.