Invoicing Clients

After logging hours on your hiring project, you'll eventually want to request payment from the client.

You will want to discuss with the client during the discovery call on the frequency you will be invoicing them.  Recruiters who follow this approach will usually ask the client if it's okay for them to request payment every week or two, or even once per month.

Step 1:

Within your project, go to the " Activities" section of the project you're working on.

Step 2:

Select which line items you would like to request payment for.

You can do that by checking the boxes on the left side beside each entry or selecting the very top box to “Select All”

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If there are incorrect entries, you can remove them by highlighting the entry and click on remove.

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Step 3:

When you’ve selected all the line items, select the “ Request Payment” button at the top right.

Step 4:

In the pop-up window that appears, check if the entries selected are correct and if the amount is accurate as well.

You also have the ability to change who you want the invoice addressed & sent to. Clicking “ Change” will allow you to enter the correct contact details.

You can also add an optional message to the client that will show up on the invoice. i.e. "Thanks for your business, please pay via credit card if possible!"

Once everything is good, click on “ Confirm

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A window confirming that the Payment has been requested will appear.

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You can preview the invoice that is sent to the client by clicking “ Preview Invoice”. This will open up a new window where you can view the client invoice.

Step 5:

The client will receive a notification email regarding the payment request with a direct URL to view the invoice. This can be shared with anyone (their colleagues, accounts team, etc.)

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They can review the details of the invoice by clicking on “ View details

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Step 6:

Go back to the Activities page and you should be able to see which items have been requested for payment under the “ Requested” heading.

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All invoices can be viewed on the invoice section. Here you have the option to:

  • Cancel the invoice - This will put all the line items in that invoice back into the “Unrequested” heading and remove access to the invoice URL to pay
  • Send a Reminder - This will send the client another email with URL to pay
  • Preview client invoice - This opens up a new window showing you what the client will see

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Frequently Asked Questions

Q: How do I add hours, fixed fees, and expenses?
A: You do this by adding entries on the Activities Page. Click here to learn how to do that.

Q: When confirming an invoice, what do I do if the info is wrong?
A: Go back to the activities page, edit/remove the wrong entry and input the correct information. You can edit any line item activity by clicking onto the item and a new window will open up.

Q: How do I download a hard copy of the client invoice so I can send it to them?
A: You cannot download a hard copy and send to the client because we made this even easier than that. All you have to do is send them the unique URL (that they also get via email) that they can pay via credit card, or they can physically download the invoice themselves.

Q: Can clients send the invoice/URL to their colleagues or accounting department?
A: Yes! Anyone who has the unique URL can go to the payment page and make the payment via credit card, or download the PDF invoice. All clients have to do is share the URL, or forward the email with the URL to their colleagues and that’s it!

Q: When viewing the "Invoices" tab, what do the numbers/amounts in the far right column mean?
A: Before the invoice is paid, the number on the right side of the page reflects what the client owes. Once the invoice has been paid, and you need to confirm it, the number on the right side of the page reflects the value of your invoice (client payment less RecruitLoop commission) and the amount you'll receive.

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