Placed is not paid
Fee stages show what’s invoiced, what’s paid and what’s still owed — per job, per client, per consultant. Invoices go straight into Xero, QuickBooks, FreeAgent or Zoho Books.
The problem
The fee is won. Then it goes missing.
Placed in March. Paid in July. Chased by nobody.
The placement was the hard part — and then the money enters a spreadsheet. Retainer stages get forgotten, nobody owns the chase, consultants can’t see what they’re owed, and finance re-keys every invoice into the accounting system by hand. The work was billed. The cash just never showed up on time.
Industry surveys put average agency debtor days around 45 — weeks past terms — and late payment is the norm, not the exception.
Our solution
1
Retained fees, staged and tracked
Retainers are won in stages and lost in spreadsheets. Recruitly tracks each stage — engagement, shortlist, offer — with what’s been paid and what’s left, per job, at a glance.
- Fee stages per job: paid, due and not started — the retainer's health at a glance.
- Placement records tie the fee to the candidate, the job and the consultant.
- Splits handled — who billed what is never a debate.
2
A desk for the consultant, a desk for the manager
Consultants see their own billings and what’s owed on them. Managers see everyone’s — pipeline of fees, overdue invoices, the quarter taking shape.
- Agent desk: my placements, my billings, my pipeline of fees.
- Manager desk: the whole agency's billing events in one view.
- Every billing event auditable back to the placement.
3
Invoice in a click
Raise the invoice from the placement and it lands in your accounting system — Xero, QuickBooks, FreeAgent or Zoho Books — with the right client, the right amount, the right reference.
- Direct integrations, not CSV exports.
- Statuses sync back, so 'paid' means paid.
- Invoice statuses live on the placement — draft, sent, paid, overdue.
Questions recruiters ask
What are fee stages?
Retainers are won in stages — engagement, shortlist, offer — and Recruitly tracks each one per job: what's been invoiced, what's been paid, what's still owed. The whole retainer's health is visible at a glance instead of buried in a spreadsheet.
Which accounting systems does it connect to?
Xero, QuickBooks, FreeAgent and Zoho Books — direct integrations, not CSV exports. Raise the invoice from the placement and it lands with the right client, amount and reference; statuses sync back so 'paid' in Recruitly means paid in your books.
What does a consultant see versus a manager?
Consultants get their own desk: my placements, my billings, what's owed on them. Managers see the whole agency — every billing event, overdue invoices, the pipeline of fees taking shape for the quarter.
How are split fees handled?
The placement records who billed what, so splits are attached to the deal itself — who sourced, who placed, who owns the client — and never become a month-end argument.
Can I see what's overdue?
Yes — overdue and upcoming invoices sit on the billing desks, per client and per consultant, with every billing event auditable back to the placement it came from.
Know what you’re owed. Then collect it.