Placements 2026
Each placement with role, fee, guarantee note, invoice status, and agreement attached.
Consultant & agency finance · Staffing
Organize placement fees and sourcing costs
A recruiting or staffing agency earns on placements, but each placement carries a fee, a guarantee period, and a stack of sourcing costs — job boards, LinkedIn Recruiter seats, background checks — that need to be recorded somewhere. When the placement invoice and its guarantee note aren't organized, a replacement during the guarantee window turns into a scramble. Cash Workspace gives the agency one organized place to record each placement with its role, fee, and guarantee period, categorize sourcing costs, and attach the placement agreement and invoice.
The problem
Why placement records get messy
Placement fees are big and infrequent, while sourcing costs are small and constant. Without one place to record both, you lose track of which placements are still inside their guarantee and what sourcing actually costs.
- A placement fee is invoiced, but the 90-day guarantee period isn't noted anywhere.
- When a candidate leaves inside the guarantee window, you can't quickly find the original placement record.
- Job-board, LinkedIn Recruiter, and ATS costs aren't recorded as agency expenses.
- Background-check and assessment fees per candidate aren't tracked.
- The signed placement agreement isn't attached to the placement, so terms aren't easy to confirm.
The workflow
Record placements and sourcing costs
Record each placement with its guarantee note, then track sourcing costs as expenses so both stay organized.
- 1
Record the placement
Note the client, role, candidate, placement fee, start date, and a clear guarantee-period note (e.g. 90 days from start).
- 2
Set the invoice status
Record the placement invoice and mark it sent, paid, or overdue.
- 3
Attach the agreement
Attach the signed placement agreement and the invoice to the placement record.
- 4
Categorize sourcing costs
Record job-board subscriptions, LinkedIn Recruiter seats, ATS, and background-check fees by category and date.
- 5
Watch the guarantee window
Review active placements still inside their guarantee period so a replacement is easy to handle.
Record structure
What to record for each placement
A consistent field set keeps fees, guarantees, and sourcing costs organized.
- Client
- The hiring company, kept as a consistent client record.
- Role
- The position filled, e.g. 'Senior Backend Engineer'.
- Candidate
- Who was placed, for matching back to the guarantee if they leave.
- Placement fee
- The fee amount and currency (flat or percentage of salary, recorded as a figure).
- Guarantee period
- A note such as '90-day guarantee from 2026-07-01' so the window is clear.
- Invoice status
- Sent, paid, or overdue for the placement invoice.
- Placement agreement
- The signed agreement attached to the record.
- Note
- Context such as 'replacement guarantee used once' for later reference.
Example setup
An example placement folder setup
One way to organize placements and costs inside your workspace.
Inside guarantee
A working view of placements still within their guarantee window.
Sourcing tools
Job-board, LinkedIn Recruiter, and ATS subscription costs recorded as expenses with receipts.
Per-candidate fees
Background-check and assessment fees recorded by candidate and date.
Common mistakes
Mistakes to avoid
- Invoicing a placement without recording the guarantee period anywhere.
- Not being able to find the original record when a candidate leaves inside the guarantee.
- Forgetting to record job-board and LinkedIn Recruiter costs as expenses.
- Skipping per-candidate background-check fees so sourcing costs look lower than they are.
- Leaving the placement agreement off the placement record.
How it helps
How Cash Workspace helps
Placements organized
Record each placement with role, fee, and a clear guarantee-period note so nothing is lost.
Sourcing costs categorized
Record job-board, LinkedIn Recruiter, ATS, and background-check costs by category and date with receipts.
Agreements attached
Attach the placement agreement and invoice to the record so terms and proof stay together.
Related
Related agency finance workflows
Client payment history
Keep a record of each client's payment history.
Software stack costs
Record every subscription and seat as an expense.
Contract and finance folder
Keep contracts and finances together per client.
Unpaid invoice tracker
Organize unpaid placement invoices for follow-up.
All finance workflows
Browse the full Cash Workspace workflow library.
FAQ
Placement records FAQ
- How do I track guarantee periods?
- Record a guarantee-period note on each placement, such as '90-day guarantee from 2026-07-01', and keep a working view of placements still inside their window so replacements are easy to handle.
- Should sourcing tools be recorded separately from placements?
- Yes — record job-board, LinkedIn Recruiter, and ATS costs as agency expenses by category and date, separate from per-placement fees, so you can see what sourcing actually costs.
- Does Cash Workspace send invoices or reminders?
- No. It organizes your placement records, invoice statuses, costs, and agreements. You create and send invoices yourself; Cash Workspace does not send anything automatically.
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 placements and sourcing costs organized
Start a free workspace and record each placement with its fee, guarantee note, and agreement, plus your sourcing costs, so nothing falls through during the guarantee window.