Invoice follow-up for recruitment firms and staffing agencies
In recruitment, collections come after shortlist production — and a placement fee worth 20% of annual salary left unpaid weighs heavily on cash flow. The agent chases every invoice by its real due date, with the assignment contract or hire confirmation attached, and flags slipping accounts before the next placement.
In your day-to-day
- 01
Reminder at D+3 on placement invoices with the engagement letter and hire confirmation attached.
- 02
Weekly follow-up on temp invoices backed by signed timesheets, without the account manager lifting a finger.
- 03
Alert to the consultant when a client exceeds an outstanding-balance threshold, before accepting their next staffing order.
A typical scenario
A two-branch staffing and placement agency bills €250k a month, most of it in weekly temp invoices — which nobody has time to chase one by one.
- 01
Thursday morning, every still-open temp invoice from last week gets its reminder, signed timesheets attached — without an account manager spending a minute on it.
- 02
A “Friday, without fail” payment promise is logged, checked that evening, and chased first thing Monday if the transfer has not landed.
- 03
A placement invoice disputed over an ongoing replacement guarantee leaves the sequence and waits for the consultant’s call.
What changes
The weekly rhythm of temp billing stops drowning collections, and clients’ verbal promises become tracked commitments.
Order of magnitude
Working assumptions
- →€250k billed per month
- →average collection at 45 days
- →gap-free follow-up typically wins back 5 to 8 days
On the order of €40k to €65k in cash freed on a rolling basis (€250k × 5–8/30) — the difference between funding temp payroll comfortably or on an overdraft.
Indicative estimate built on average sector assumptions — it gets recalibrated on your actual volumes during scoping.
What eats your days
- →
Applications arrive by the hundreds — the best profiles are already in process elsewhere by the time a consultant opens the inbox.
- →
Placement invoices and temp timesheet billing get chased after sourcing, always — and outstanding balances swell.
- →
A no-show or a poorly anticipated assignment end is discovered through an angry client call, not by the firm.
How it works
- 1
Plugged into your invoicing
The agent reads your existing tool — invoicing, accounting, ERP — with no migration and no double entry. It knows every invoice, its due date and its history.
- 2
Written reminders, not templates
Each reminder is written for that client: friendly for a good payer one week late, firm and documented by the third notice. You approve the policy once; the agent applies it.
- 3
Escalation and audit trail
Sensitive account, dispute, large amount: the agent hands over to a human with full context. Every action is logged, every euro recovered is attributed.
Typical results
-30%
average collection delay, typical order of magnitude
100%
of overdue invoices chased, no exceptions, no oversights
0 h
of human time on first-level reminders
Orders of magnitude observed in production; your diagnostic sets your own baseline and targets.
Frequently asked questions
Does the agent handle temp billing with markup coefficients and timesheets?+
Yes: it matches each invoice against validated timesheets and attaches the supporting documents to the reminder. A missing or disputed timesheet is flagged to your team instead of being chased blindly.
Can it pause collection when a replacement guarantee is in play?+
The rules are yours: if a replacement is underway on a placement, the related invoice goes on hold and the consultant is notified — the agent never chases a client in the middle of a guarantee dispute.
Is this the problem eating your team’s time?
Tell us how you work today — 30-minute call, then a free written diagnostic of what this agent would change for you, with numbers.
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