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Client delivery7 min read

Track fees and placements

Set the fee type and amount on the client, let roles inherit it, record the placement from the pipeline, then read total against received and pending, and how the bonus splits.

Before you start

  • An agency workspace. Clients, Placements and the fee fields do not exist in a direct employer workspace.
  • Owner or Hiring Manager access. Fees are visible to those two roles only.
  • The signed terms for the client: fee type, amount, currency and guarantee period.
Steps

7 steps, in order.

1

Set the fee terms when you create the client

Click Clients in the sidebar, then Create client. It runs in two steps. Step one is the company name, a short description and a logo. Step two is the money: fee type as a percentage or a flat amount, the amount itself, the currency, the guarantee period and the billing contact. Set the terms here rather than later. Roles inherit them, so getting it right once saves correcting every role afterwards.

Back|Dashboard > Clients
Recruiting
Clients
Search clients
Prospect8
Databricks
Unassigned2 roles
Zoom
Unassigned1 role
Oracle
Kelly Brennan3 roles
Netflix
Unassigned1 role
JPMorgan
Derek Nolan2 roles
Uber
Unassigned1 role
Atlassian
Kelly Brennan2 roles
Workday
Unassigned1 role
Briefing7
Nike
Derek Nolan1 role
HubSpot
Kelly Brennan2 roles
Snowflake
Derek Nolan4 roles
Capital One
Unassigned1 role
CVS
Kelly Brennan2 roles
MongoDB
Derek Nolan3 roles
Intel
Unassigned1 role

The Clients board, Prospect, Briefing, Active and Paused, with the owner and open role count on each card. Create client sits in the header.

  • The guarantee period is what you refund against if a placement leaves early. Put in what your contract actually says.
2

Check the terms on the client hub

Open the client from the list. The hub carries a fee band reading Default fee, Guarantee and Billing, with Edit terms beside it, for example Default fee 18 percent and Guarantee 90 days. Above it sit Status, Owner, MSA and Industry, and the header shows revenue to date and the placement count. Tabs run Roles, Placements and Notes, and Roles splits into Active and Archived.

  • Keep client notes on the Notes tab rather than in your inbox. It is the only record that survives someone leaving the team.
3

Create roles from the hub so they inherit the terms

Press Create role on the client hub rather than starting from the roles list. The client, the fee terms and the branding are filled in for you. The third step of the wizard is Commercial, which holds the salary range and the fee terms for that one role, and the role page then carries a Commercial card showing the salary range, the fee and the guarantee. That card exists in agency workspaces only. Override it on the role when a single search was negotiated differently, and leave it alone the rest of the time.

4

Record the placement when the candidate moves

Placements are not created on the Placements page. They come off the pipeline. Open ATS, move the candidate, and use the bulk move sheet to capture the offer and placement details as you go. The Placements page says so in its own empty state: no placements yet, record a start from the pipeline to see it here. Reconstructing this weeks after the fact is painful and usually incomplete.

Back|Dashboard > ATS
Pipeline
ATS
Search name or email
Pre-contact7
Dana WhitfieldRW
Appointment Setter
Datadog
Marcus BellRW
Next.js Developer
Stripe
Iris KavanaghKB
Sales Development
Shopify
Tomas FerreiraRW
React Developer
Stripe
Elena RossKB
Data Engineer
Datadog
Grant WhitleyRW
Platform Engineer
Stripe
Simone OkaforKB
QA Engineer
Shopify
Add a card
Contacted7
Naomi WintersRW
Software Engineer
Stripe
Elliot VanceRW
Backend Engineer
Stripe
Hana SatoKB
Product Designer
Datadog
Devon MarshRW
Data Analyst
Shopify
Ruth AdeyemiKB
SDE-1
Stripe
Callum ReidRW
DevOps Engineer
Datadog
Jonas WeberRW
Solutions Architect
Stripe
Add a card

The agency board. Moving a card is the moment offer and placement details get captured.

  • A placement missing from the report was not recorded when the candidate moved. Add the details from the pipeline card.
5

Read the Placements tab

Click Placements in the sidebar. It opens on two tabs, Placements and Recruiter earnings, with filters for client, recruiter, status and a start date across the top. The money band gives you three numbers: total, received and pending. Received has landed. Pending is invoiced and not yet paid. Check pending against received every month. Fees that stay pending are a collections problem, not a recruiting one.

6

Read Recruiter earnings and the bonus split

The Recruiter earnings tab shows how the fee on each placement splits across the team, so a shared placement pays out the way it was agreed rather than the way anyone remembers it. Filter by recruiter before a one-to-one. It is a far better basis for that conversation than activity counts.

7

Cross-check against Productivity

Productivity is the other half of the picture. Search by name or email, set a date range, filter by role and read the five headline counts: AI interviews, meetings, prompt engineering, resumes and shortlisted. Under them sit activity over time, the activity mix, top sourcers and a per-recruiter table with Export CSV. Read it next to Placements. High activity with no placements usually means the roles are mis-specified, not that people are idle.

  • Recruiters cannot open Productivity. Ask an Owner or a Hiring Manager.
What you get

At the end of this guide.

Fee type, amount, currency, guarantee period and billing contact stored on the client.

Roles that inherit those terms instead of being retyped per search.

A placement record created the moment the candidate moved, not reconstructed later.

Total, received and pending in one band, filterable by client, recruiter, status and date.

A recruiter earnings view showing how each fee splits across the team.

Common mistakes

What goes wrong, and the fix.

Creating the client first and setting the fee terms afterwards.

Roles inherit the terms as they are created. Fill in step two of Create client or you will be correcting every role.

Creating roles from the roles list instead of the client hub.

Start from Create role on the hub. The client, the fee terms and the branding are filled in for you.

Moving a candidate to placed without filling in the offer details.

Capture them in the bulk move sheet. A placement missing from the report was never recorded on the pipeline.

Putting a round number in the guarantee period.

It is what you refund against when a placement leaves early. Use what the contract says.

Reading revenue on the client hub as everything you have ever billed them.

It counts placements recorded in the product. Anything closed outside it never appears.

FAQ

Questions people ask on this one.

Still stuck? Talk to us and we will walk through your setup.

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