Documents and Fee Invoices for Recruiters

The fee is queried and the terms are in somebody's inbox

Agencies rarely lose fee arguments on the merits. They lose them on retrieval. The percentage was agreed in a thread eight months ago, the signed terms were countersigned as a scanned attachment, and the version the client believes they signed is not the version the consultant remembers sending. By the time the right document is found, the invoice is aged and the tone of the conversation has changed.

The costlier version is the replacement guarantee. A candidate leaves in week seven and the client asks for a free replacement or a refund. The clause sits in a document nobody can locate quickly, the exact joining date is in somebody's memory, and the negotiation starts from a weaker position than the facts require.

Every document on the record it belongs to

Terms of business, the signed fee schedule and any rate card attach to the client account with version history, so which version was countersigned is a matter of record rather than recollection. Candidate documents attach to the candidate: identity proof, past payslips, the relieving letter, the offer letter, the background check report.

Stage checklists stop a job order reaching offer while a mandatory document is missing, and the request goes out over WhatsApp or email from the same screen, with the reply and the file landing back on the record. The fee invoice is raised from the job order, so invoice, candidate, joining date and agreed percentage form one chain.

More on the capability itself: Quotes and Invoices. More on this industry: CRM for recruitment teams.

From signed terms to a fee invoice nobody disputes

A client's operations head accepts your fee schedule for four hires.

1The countersigned terms attach to the client account, with the fee basis and guarantee window recorded as fields on it.
2As each candidate is offered, the stage checklist collects identity documents, payslips and the relieving letter onto their record.
3On the joining date the invoice is raised from the job order, and the guarantee window becomes a dated milestone.

₹899/user/month + GST on annual billing covers everything on this page. There is no per-user minimum, no setup fee and no implementation SKU, and the Free Forever plan carries one user and 200 leads with no card.

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In two places that stay in sync. The terms document and the guarantee period sit on the client account, because that is where the commercial agreement belongs and where a dispute is settled. The window itself sits on each placement as a dated milestone running from the joining date, because that is what has to be visible when a candidate resigns in week seven. Handled that way, a replacement request reopens the original job order with the original shortlist and documents attached, rather than starting as a fresh brief with nothing behind it.

Yes, and on a recruitment desk that is usually how it goes anyway. The request is sent from the candidate record over WhatsApp or email, and the reply, including the photographed payslip or relieving letter, attaches to the same conversation history on that record. The checklist then shows what is still outstanding before the joining date, which matters because the document that holds up a joining is almost never the one anyone was worried about. It is the previous employer's relieving letter, requested too late.

Yes. The invoice is generated from the job order, so it carries the candidate, the joining date and the agreed fee basis, and a GST-compliant invoice can be raised for Indian entities from the same record. Because it is linked rather than typed separately, the audit trail runs from the signed terms through the shortlist to the placement and the invoice. Reporting then shows fees billed, collected and outstanding by client company, which is the view most agency owners are currently rebuilding by hand each month.

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Terms of Business, Candidate Papers and Placement Fee Invoices in One CRM

The fee is queried and the terms are in somebody's inbox

Every document on the record it belongs to

From signed terms to a fee invoice nobody disputes

Other things this team runs here

Other industries using this

Questions teams ask

Where should the replacement guarantee live so it is findable when it matters?

Can candidates send their documents without email?

Can the CRM raise the placement fee invoice itself?

Do I have to buy this as a separate add-on?

What happens to the data we already have in spreadsheets?

See it with your own numbers