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Hiring Approvals

Updated over 2 weeks ago

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

  1. Log in to your Recruitee account.

  2. Go to AgencyHub.

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  3. Navigate to the third tab, click Hiring Approvals.

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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.

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