How do I keep track of guarantee periods?

Add a guarantee-period note with start and end dates to each placement record. Cash Workspace keeps it next to the invoice so the rebate window is visible whenever you review your records yourself.

Can I group placements by client?

Yes. Create a client record per hiring company and every placement invoice and its terms of business group under that name, filed by fiscal year.

Does it handle paying out referral commissions?

No. Cash Workspace does not process payments. You record the commission as an expense against the placement so the cost is organized for review.

Cash Workspace

Use the Freelancer template

Recruitment finance · Placements

A finance workspace for independent recruiters

Running a solo or boutique desk means a placement fee invoice goes out, and then a guarantee period quietly runs in the background while job-board, ATS, and background-check costs keep piling up. Miss a guarantee window or lose a signed terms-of-business and a single fallen-through placement turns into a mess. Cash Workspace gives you one place to record each placement-fee invoice by client and status, note its guarantee period, and attach the paperwork that backs it.

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The problem

Why recruiter finances slip through the cracks

Placement fees, guarantee periods, and a stack of sourcing-tool subscriptions all run on different clocks, so the paperwork and the money rarely line up.

A placement fee is invoiced but the candidate's guarantee period isn't noted anywhere to watch.
LinkedIn Recruiter and Indeed renewals auto-charge and the receipts are scattered across inboxes.
Background-check fees and candidate travel reimbursements aren't tied to the placement they belong to.
Signed terms of business live in email, so when an invoice is queried you can't find the agreement fast.
Referral commissions paid out aren't recorded against the placement that earned them.

The workflow

Organize placements and costs end to end

Record each placement invoice and its supporting costs the same way so guarantees, fees, and tool spend all stay traceable.

1
Create a client record
Set up a record per hiring client so every placement invoice and its terms of business group under one name.
2
Record the placement-fee invoice
Log the candidate, role, fee, invoice number, and due date, and set the status as it moves.
3
Note the guarantee period
Add a guarantee-period note with the start and end date so a rebate window is never a surprise.
4
Categorize sourcing costs
Tag job-board postings, ATS/CRM subscriptions, background checks, candidate travel, and referral commissions.
5
Attach the paperwork
Attach signed terms of business and placement confirmations to the invoice they support.

Record structure

What to record for each placement

A consistent set of fields keeps every fee, guarantee, and supporting cost connected to the right placement.

Hiring client: The company paying the fee, kept as a consistent client record.
Candidate and role: Who was placed and into what, so a queried invoice is easy to trace.
Placement fee and amount: The agreed fee and the invoice total billed.
Guarantee period: Start and end dates of the rebate window noted against the placement.
Invoice status: Draft, sent, partially paid, paid, or overdue.
Sourcing-cost category: Job board, ATS/CRM, background check, candidate travel, or referral commission.
Vendor and date: LinkedIn Recruiter, Indeed, a screening provider, plus the charge date.
Attached document: Signed terms of business and the placement confirmation kept with the record.

Example setup

An example folder setup for a recruiter

One way to group placements, costs, and paperwork by client and fiscal year.

Placements by client — 2026

Each client's placement invoices with fee, status, and guarantee-period notes.

Terms of business

Signed terms and placement confirmations attached to the invoices they back.

Sourcing tools

LinkedIn Recruiter, Indeed, and ATS/CRM subscription receipts filed by month.

Candidate-related costs

Background-check fees and candidate travel reimbursements, tied to their placement.

Common mistakes

Mistakes recruiters make

Invoicing a placement fee without noting the guarantee period to watch.
Letting job-board and ATS receipts scatter across inboxes instead of one folder.
Recording background-check or travel costs without linking them to the placement.
Storing signed terms of business in email so a queried invoice can't be backed up.
Forgetting to record referral commissions paid against the placements that earned them.

How it helps

How Cash Workspace helps

Placement invoices by client and status

Record each placement fee with candidate, role, and status, grouped under the hiring client.

Guarantee-period notes

Note each placement's guarantee window as a record field so rebate dates stay visible.

Recruitment cost categories

Tag job boards, ATS/CRM, background checks, travel, and referral commissions for review.

Documents attached to records

Attach signed terms of business and placement confirmations so each invoice carries its proof.

For HR consultants

A related workspace for people and HR specialists.

Unpaid invoice tracker

Organize unpaid placement fees so follow-up is simple.

Client payment follow-up

Keep an organized record of who still owes you.

Retainer records workflow

Organize ongoing retainer billing alongside placements.

All finance workflows

Browse the full Cash Workspace workflow library.

FAQ

Recruiter finance FAQ

How do I keep track of guarantee periods?: Add a guarantee-period note with start and end dates to each placement record. Cash Workspace keeps it next to the invoice so the rebate window is visible whenever you review your records yourself.
Can I group placements by client?: Yes. Create a client record per hiring company and every placement invoice and its terms of business group under that name, filed by fiscal year.
Does it handle paying out referral commissions?: No. Cash Workspace does not process payments. You record the commission as an expense against the placement so the cost is organized for review.

Organizing help — not tax, accounting, or legal guidance

Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.

Keep every placement and its paperwork together

Start a free workspace and record each placement-fee invoice, its guarantee period, and the signed terms behind it so nothing slips through.