Staffing Agency Software with Invoicing

Staffing agency software with invoicing, compared at the source

An agency gets paid in one of two ways. A perm desk sends one invoice per placement, a fee of 15 to 25 percent of first-year salary, and then waits 30 to 60 days. A temp or contract desk sends an invoice every week or two, built from approved hours at the bill rate, and pays the worker from the same hours at the pay rate. Software that handles the first is common. Software that handles the second properly is a short list, and most of it does not print a price.

The table sorts the platforms US agencies shortlist by how the invoice actually gets made: inside the recruiting system, through a connected accounting app, or in a separately quoted back office.

Two things stand out. First, the published prices and the full back offices barely overlap: the vendors that run payroll, invoicing and VMS end to end are the same vendors that send you to a demo. Second, "has invoicing" covers very different products. Atlas tracks whether a fee was invoiced. Zoho Workerly creates the invoice and hands it to Zoho Books. Bullhorn One runs the pay and the bill from one timesheet. Ask which of the three you are buying before you compare prices.

Recruit CRM, invoicing included at a published price

Recruit CRM lists invoicing as included on all three paid plans, Pro at $95, Business at $135 and Enterprise at $215 a user a month on the annual toggle, which its page says saves up to 17 percent. For a perm or contingency desk that is the whole requirement: a placement record becomes a fee invoice without leaving the system. Three recruiters on Pro come to $3,420 a year with invoicing in the price. Our full breakdown is in Recruit CRM pricing.

Contract billing is where the meter starts. Timesheets and contractor billing sit on every plan, but they consume credits, 100 per active contractor a month, falling to 50 at higher volume. Pro includes 100 credits per user a month, Business 200 and Enterprise 2,000. A three-seat Pro account with 40 contractors on assignment needs about 4,000 credits a month against the 300 it gets. Recruit CRM does not print a dollar price per credit on the plan page, so get the credit pack price in writing before you size a contract desk on it. The page names no direct QuickBooks or Xero sync, only Zapier, so plan how invoices reach your books.

Zoho Workerly and Zoho Recruit for temp desks on a budget

Zoho Workerly is built for temp staffing: shifts, timesheets, and invoices generated once a timesheet is approved. The invoice itself goes out through Zoho Books, which the plan comparison marks as included on Premium. Premium is $59 a month for the first 25 temps, then $1.50 per temp up to 500 and $1 per temp above that, with unlimited recruiters and jobs. A desk with 40 temps working pays $81.50 a month. A client portal license is $3 a month each beyond the one included. There is also a free tier for five temps, which is a trial in practice.

Zoho Recruit is the perm and contract ATS in the same family, at $25, $50 and $75 a recruiter a month on annual billing. It does not invoice natively. Connecting Zoho Books or Zoho Invoice adds an Invoices module to Recruit, so the fee invoice for a placement gets raised from the placement record. If you already run your books in Zoho, this is the lowest-cost path on this list. If you run QuickBooks, it is one more system to reconcile.

Bullhorn One and the quoted back offices

Bullhorn's published plans, Starter at $99 and Core at $165 a user a month, are front office only. Timesheet management, time interpretation, invoicing and billing and pay and bill automation appear in Middle Office and in Bullhorn One, and both say "Get a quote". We read every card in Bullhorn pricing. Avionte, TempWorks, JobDiva, Ceipal and Vincere sell the same category of product: payroll and invoicing driven by approved time, VMS connections, and in most cases funding and W-2 processing for contractors. None of them prints a price. Avionte and TempWorks redirect their pricing URLs to the homepage, and JobDiva's returns a 404.

That is not a reason to avoid them. A light industrial or clerical agency with hundreds of weekly timesheets needs time interpretation (overtime, shift differentials, state rules) more than it needs a cheap seat, and these are the systems that do it. It is a reason to ask the right question on the demo: what is the pricing unit, per user, per timesheet or per worker paid, and what happens to the bill when headcount on assignment doubles in Q4. Our guide to contract staffing software walks through the pay and bill test in detail.

Can QuickBooks be used for a staffing agency?

Yes, for invoicing, and many small agencies start there. QuickBooks Online invoices on every plan and adds employee time to invoices from Essentials, at regular prices of $38, $85, $140 and $340 a month, with a 50 percent promotion for the first three months. The catch is time tracking. QuickBooks Time Premium is $20 a month plus $10 per user, Elite $40 plus $12, and every temp who clocks in is a user. Forty temps on Premium cost about $430 a month for timesheets alone, more than five times Zoho Workerly at the same headcount. QuickBooks also knows nothing about candidates, jobs or clients' requisitions, so it sits next to an ATS, never in place of one.

Whatever system raises the invoice, the cash arrives as bank deposits that rarely line up one to one with what you billed. Clients short-pay, combine three weeks in one payment or pay through a VMS that nets out its fee. Agencies with more than a handful of clients usually add tooling that will match bank lines and payouts to open invoices, because doing it by eye every Monday is how unbilled hours and unpaid invoices slip through.

What is the best invoicing software for recruitment agencies?

It depends on what you bill. For a perm or contingency agency, Recruit CRM is the best value we found, because invoicing is included on its $95 plan and the fee invoice comes straight from the placement. For a temp desk under a few hundred workers, Zoho Workerly with Zoho Books is the cheapest working setup at a published price. For a contract or light industrial agency running weekly payroll, VMS jobs and overtime rules, a quoted back office (Bullhorn One, Avionte, TempWorks or JobDiva) is the realistic answer, and the comparison is between quotes.

What none of these products does is fill the order you are invoicing. The ATS records the candidate and the back office bills the hours, but a recruiter still has to find, screen and contact the people, and that is where most of the cost of a placement sits. HireAgent for staffing agencies does that part: it sources candidates against the job order, screens and ranks them into an explainable shortlist with the evidence attached, drafts personalized outreach and books interviews, and a recruiter makes every decision. It works next to whichever ATS and billing system you choose, at $299, $799 or $1,999 a month, or $1,794, $4,794 and $11,994 a year on annual billing. See HireAgent pricing, or the wider comparison of agency seat costs in staffing software pricing.

Questions to ask before you buy

• Does one approved timesheet become both the client invoice and the worker's pay? If the answer involves an export, you are buying two systems.
• What is the pricing unit for timesheets? Per user, per worker on assignment, per timesheet or per credit. Model it at your peak season headcount, not today's.
• Which accounting system does it sync with, and is it a sync or a file export? Crelate's QuickBooks link is an export of billable items. Recruit CRM names Zapier. Zoho runs through Zoho Books.
• Can it consolidate several workers onto one client invoice, and handle a VMS fee? Large clients usually require both.
• What does the quote include in year two? Every back office in this guide is quoted, so get the renewal cap written into the first contract.

Common questions about staffing agency invoicing software

What software do staffing agencies use for invoicing?

Most US staffing agencies invoice either from their staffing platform's back office (Bullhorn One, Avionte, TempWorks, JobDiva or Ceipal) or from an accounting system such as QuickBooks Online or Zoho Books connected to the ATS. Smaller perm agencies often use an ATS with invoicing built in, such as Recruit CRM, which includes it on every paid plan.

How do staffing agencies invoice clients?

Temp and contract agencies invoice clients weekly or biweekly from approved timesheets, multiplying hours by the agreed bill rate, and pay the worker from the same hours at the pay rate. Perm agencies send one invoice per placement for a fee, typically 15 to 25 percent of first-year salary, often payable 30 days after the start date.

Does Bullhorn do invoicing?

Yes, but not on its published plans. Bullhorn Starter at $99 and Core at $165 a user a month do not include invoicing. Timesheets, invoicing and billing and pay and bill automation are in Bullhorn Middle Office and Bullhorn One, and both are priced by quote. The Salesforce-based Recruitment Cloud 360 also includes invoicing, again quoted.

Does Recruit CRM have invoicing?

Yes. Recruit CRM lists invoicing as included on its Pro, Business and Enterprise plans, priced at $95, $135 and $215 a user a month on annual billing. Timesheets and contractor billing are available on every plan but consume credits for each active contractor, so a large contract desk should price the credits separately.

What is the cheapest staffing software with invoicing?

For temp staffing, Zoho Workerly Premium at $59 a month for 25 temps is the lowest published price we found, with invoices sent through Zoho Books. For perm placements, Recruit CRM Pro at $95 a user a month includes invoicing. Both prices were read on the vendors' own pages on 13 October 2026.