Staffing invoice template

Download our free invoice template and input your details.

Free Invoicing template

Need to send a staffing agency invoice to a customer? Download our free invoice template in Word or Excel format. You can also follow our tips for sending an invoice that complies with the industry regulations.


Free Staffing Invoice Template
How much do staffing agencies bill for their work?
Essentials for a staffing agency invoice template
Sample invoice
Is it mandatory to issue a staffing invoice?
Staffing invoice alternatives

Free Staffing Invoice Template

Below you’ll find a free invoice template to download in both Word and Excel format:

Those in need of a PDF invoicing template may get one by downloading our Word doc bill template up above, then printing the document.

How much do staffing agencies bill for their work?

Fees for staffing services range from 25% to 100% of the gross salary of the hired worker. If the staffing company and the company owner have settled on a surcharge of 50% and the prospective hire’s hourly compensation is $20, the owner will be invoiced $35 by the agency.

While this is a great way to save money on regular staff, the cost of temporary workers may be inflated as a result. To illustrate, if an IT firm pays a software developer $100 an hour on a fixed – term contract, the employment agency may be compensated anywhere between $50 and $80 per hour.

If you decide to make a temporary worker a permanent employee, you may have to pay more than just the markup in order to do so. The staffing price for an employee making $200,000 per year is around $40,000 to $60,000.

Essentials for a staffing agency invoice template

You may modify these invoice samples to fit your own requirements. To do so, just use the link above to get the necessary template, then fill it up with your information.

The following required requirements are set in the Code of Federal Regulations for a business document to be officially protected as invoicing in the United States.

In a nutshell, here is what the paper needs to include:

  • Across the top, it should note “Invoice.”
  • What your complete name and where you live are
  • Billing date
  • Time of payment is due
  • A one-of-a-kind identifier for an invoice
  • An explanation of what is being sold
  • Quantity and cost of each item or service
  • Date of delivery of goods or provision of services
  • In sum, the whole total of what is owed

Invoice calculations

Once these have been entered, you must provide further information detailing the Service/Product you are billing for and the date(s) the client got it. You may itemize your services and the prices associated with them if you provide more than one.

A line item’s total may be calculated by multiplying the number of hours worked or the amount of that line item by the hourly rate. This is done mechanically in the Excel sample file. Following this, double-check the Grand Total, Detail Total, and Tax Due (after applying the appropriate tax rate) to be sure nothing was missed.

After that, you may only email the customer the saved invoice file.


Recordkeeping standards, like those for sales tax, differ by state. Check the laws in your place of business to ensure that you are following the relevant standards.

A tax identification code would typically be provided in a specific invoice for nations other than the United States. The IRS does provide identification numbers to firms for tax reasons, but they are not needed on invoices.

Payment collection

Payment collection will be determined by the method of collection you choose.  Some banking institutions even enable you to update your invoices, and others, like Novo, allow users to produce and manage an infinite amount of invoices for gratis through their app.

Sample invoice

The following is an illustration of a finished sample invoice for a made-up firm that wants to send a bill to a made-up customer.

Sample of a completed invoice document
Sample completed invoice

Is it mandatory to issue a staffing invoice?

When compared to other nations, the standards governing invoicing are not enforced as strictly in the United States. Since it is not required to produce an invoice for business-to-consumer (B2C) transactions, a payment receipt can be the only document that needs to be sent by your company. On the other hand, you should send an invoice to a client (or consumer) who specifically requests that you do so.

If your company engages in business-to-business (B2B) transactions, or if it imports or exports commodities, you may be obligated to provide customers with invoices. You need to verify with the government of your state to find out the regulations for billing customers in your area.

The particular standards could be different from state to state, but it’s more probable that they’ll be decided by the contractual conditions that are already in place between the parties involved than by any particular legislative wording. In addition, it is strongly advised that you provide invoices if you sell things over the internet or to consumers located in a different country or region.

Staffing invoice alternatives

Making use of a pre-made template for an invoice is both useful and straightforward. However, since the data and client information are entered manually, mistakes are possible, and the danger of making a mistake with either your customers’ details or your own company’s is clear.

If the newly established requirements for invoicing are not followed, previously compliant invoices may become problematic as a result of changes in the law. We strongly suggest that you use the right software instead so that you can generate invoices that are consistent, dependable, and appear professional.

You’ll be able to generate trustworthy invoices for a few dollars to dozens of dollars every month, and you’ll also have access to a wide variety of other tools that can help you save time, such as with the following:

  • Customer management
  • Personalized estimates and bills are provided.
  • Suppliers management
  • Statement of the bank’s reconciliation
  • Tax calculation
  • Document storage
  • The publication of invoices using an automatic numbering system
  • The computerization of formerly manual administrative processes (Tax)
  • Continuity in regard to your reimbursements
  • Online bill payment


What is an invoice

The seller often sends the customer a document known as an invoice in order to collect money from the buyer. It takes into account the price of any goods bought or services provided to the consumer as part of the transaction.

How should an invoice be sent?

Invoices may be sent to customers by regular mail, email, or electronically using accounting software. Send your invoice to the customer even if they do not have email or access to online invoicing.

What exactly is a number for an invoice?

If you send invoices, it’s a good idea to give each one a unique number. Either utilize the system-generated number provided by your billing software, or produce a new one when sending the invoice.

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