Traditional agency invoicing processes are often complex and error-prone. Without a structured system, agencies send invoices directly, requiring multiple manual checks across HR and Finance departments. This leads to delays, discrepancies, and administrative overhead. Each invoice needs verification against agreed terms, candidate details, and agency contracts - a time-consuming process prone to human error.
The AgencyHub streamlines this entire workflow by automatically generating invoices based on:
Pre-defined agency contracts
Candidate placement details
Agreed fee structures
Payment terms
This automation ensures accuracy, reduces administrative burden, and accelerates the approval process while maintaining compliance with your organization's financial controls.
📌 Note: The AgencyHub does not replace or change how agencies invoice you through their normal channels. It simply provides verification tools to ensure these invoices are correct before payment.
Accessing hiring approvals
Log in to your Recruitee account.
Go to AgencyHub.
Navigate to the third tab, click Hiring Approvals.
Understanding the Hiring Approvals overview
The Hiring Approvals page provides a comprehensive view of all placements and the agreed fee. From this dashboard, you can:
View all placements and their current status
Access detailed information for each placement and if this approved or not
Manage invoice disputes
Edit invoice information, so every colleague is up-to-date
Track invoice processing status
How it works: managing Hiring Approvals
1. Placement confirmation
When a candidate is hired through an agency:
The AgencyHub automatically detects the placement
System matches the placement to the correct contract
Fee is calculated according to agreement terms
2. Pro-Forma generation
The system generates a pro-forma document showing:
Candidate details
Agency information
Calculated fee based on contract terms
Payment terms as per agreement
3. Approval process
Review placement details for accuracy
Verify fee calculations against contract terms
Approve the placement verification
4. Agency Invoicing (Unchanged)
The agency invoices you through their normal process
You use the AgencyHub verification to confirm invoice accuracy
You process payment through your existing systems
📌 Note: The AgencyHub does NOT replace or change how agencies invoice you. It simply provides verification tools to ensure those invoices are correct.
Frequently asked questions
Q: Will agencies need to change how they invoice us?
A: No. Agencies will continue to invoice you through their standard processes. The AgencyHub simply helps you verify these invoices are correct.
Q: Does AgencyHub pay our agencies for us?
A: No. You will continue to pay agencies directly through your existing accounts payable process.
Q: How does this integrate with our existing finance systems?
A: The AgencyHub provides verification data that can be referenced when processing invoices in your existing systems. No change to your payment processes is required.
Best practice
Regularly review your hiring approval dashboard to stay on top of pending actions
Document all dispute reasons thoroughly to ensure clear communication
Save drafts when making significant changes to avoid losing information
Double-check all fee calculations before approving invoices
Need help?
Our support team is happy to help. Please don’t hesitate to reach out if you have any questions.