Custom placement fee and recruitment agreement app development
Appfront builds apps for recruitment and selection agencies that record and apply the agreement with each client: the fee percentage or fixed amount, the guarantee period, exclusivity and payment timing, and, upon placement, the fee calculation, the invoice and monitoring of the guarantee. So a fee never has to be retrieved from an old email again.
What is an app for placement fees and placement agreements?
A placement agreement differs for each client: a percentage of gross annual salary or a fixed amount per placement, a guarantee period during which a departed candidate is replaced free of charge, whether or not exclusivity applies, payment on signing the contract or on the first working day, and sometimes a staggered fee. An app for placement fees records that agreement at the moment it is made and applies it once a placement occurs: the fee is calculated, the invoice is ready and the guarantee period runs.
Without such an app, the agreement lives in a signed proposal, an email from two years ago or in the account manager's head. When a placement happens, someone has to look it up, work out the amount and invoice it, and when a candidate leaves after two months, the discussion starts over what was agreed. A fee that is invoiced too low rarely gets noticed; a guarantee applied too generously costs a placement.
We build custom software because an agency's agreements are part of its brand, and because an ATS cannot accommodate them. A recruitment system knows candidates and vacancies, but not the fee bands per client, not the guarantee that restarts when a placement is replaced, and not the invoice that may only be issued once the candidate has started. The app connects to your ATS and your accounting software and sits between them as the place where the commercial agreement lives.
Agreement per client
Fee as a percentage or amount, banding per salary, guarantee period, exclusivity, payment timing and special terms, with version and date.
Placement and fee
For each placement: the candidate, the salary, the start date and the resulting fee, with the invoice ready at the agreed moment.
Guarantee and replacement
The guarantee period for each placement is tracked, along with the agreed outcome if a candidate leaves: replacement, partial refund or nothing.
How we build your app for placement fees and recruitment agreements
We start with your agreements as they currently stand: how many variants there are, where they are recorded and where things have gone wrong in recent years. The app is built from that.
All the types of agreement you have with clients, the exceptions, the payment timing and what happens to the guarantee when a candidate leaves. We review recent placements and what was invoiced for them.
The agreement for each client in the app, with versions, effective dates and the signature or approval attached, along with the rules that calculate the fee.
The placement with candidate, salary and start date, the resulting fee, the invoice on the agreed date and the link with your accounts.
Monitoring of guarantee periods, handling of departures, and reporting by client and consultant, followed by ongoing management and further development.
What a placement fee and recruitment agreement app actually does
The components below feature in almost every recruitment agency. Which ones you need depends on the number of clients and how varied your agreements are.
Agreement register
For each client, the recruitment agreement with fee model, banding, guarantee, exclusivity and payment timing, in versions with effective date and approval.
Fee calculation
From salary, fixed amount or band, the fee per placement, with the calculation rule visible and a check by the consultant before invoicing.
Placement registration
Candidate, client, role, salary, start date and consultant, taken over from your ATS or entered manually, with the status from proposal to started.
Invoicing at the right moment
An invoice ready at the agreed moment: on signing, on start or in instalments, which is sent to your accounting software.
Guarantee monitoring
The guarantee period for each placement, with a signal when the period is nearly up, and the handling of a departure: replacement, credit note or no action.
Reporting
Fees by client, by consultant and by period, placements under guarantee and agreements without approval, for management and account managers.
Who we build a placement fee and recruitment agreement app for
The app is intended for agencies where the fee per placement is the revenue and where the agreements per client differ too much to keep in your head.
Recruitment and selection agencies
Dozens of clients with their own percentages and guarantees. The register and fee calculation are the core.
Executive search
Few placements, high fees, often in instalments: retainer, shortlist, placement. Instalment invoicing and the agreement per assignment matter most.
Healthcare and technical recruiters
Many placements with standard agreements and exceptions per client. Speed from placement to invoice is what is needed.
Agencies that also second staff
Placement fees alongside hourly rates, sometimes with the same client. The separation between fee and rate, and the takeover of a seconded worker, are the core.
Test your idea first: a working prototype in 1 day
With OneDayBuild, we turn your idea into something tangible in one day for €1,150, so you can see whether further development is worth the investment. Decide to go ahead with the full build? Then we credit the full cost.
Explore OneDayBuild →Technology and integrations
This page covers the commercial agreement and the fee on a placement. For the recruitment process itself, from vacancy to candidate, see our page on recruitment software, and for agencies that work with hourly rates, our page on temp hours and rate agreements. You can read about our way of working at custom software development.
Why choose Appfront for your placement fee and agency agreement app?
The fee is the core of any agency's income. The app makes sure it is correct, invoiced on time and that the guarantee is honoured as agreed.
The agreement in one place
Not in an email or a contract buried in a folder, but in a register with versions and sign-off. When a placement happens, there is no debate about what applies.
Calculated, not estimated
The fee follows from the client's rule and the candidate's salary. The consultant checks, the back office invoices, and nobody is working it out on a notepad.
Guarantees that are tracked
Every placement has a guarantee period that the app monitors. If a candidate leaves, the app applies the agreement that belongs to that client.
Security and privacy for a placement fee and agency agreement app
The app holds candidates' salary data and commercial agreements with clients. Access is set by role: a consultant sees their own placements and their clients' agreements, the back office sees invoicing, and management sees everything. Salary data is only kept for as long as the fee and the guarantee require it.
The app runs in a European data centre, with encrypted storage and daily back-ups. Integrations with your ATS and accounting software use their own keys, which can be revoked per integration.
Frequently asked questions about a placement fee and agency agreement app
Questions recruitment agencies ask before getting started.
It records the agreement for each client: fee model, tiers, guarantee period, exclusivity and payment timing. On placement, it calculates the fee from the salary or flat amount, prepares the invoice at the agreed moment and monitors the guarantee. If a candidate leaves, it applies the agreement that belongs to that client.
You enter the agreements yourself, client by client, with the contract or email attached and the start date recorded. This takes some effort, and it is also when you discover which agreements nobody quite remembers. From then on, every new agreement goes straight into the register.
According to the client's rule: a percentage of gross annual salary, a flat amount, a tiered scale by salary band, or a combination. The calculation rule is attached to the amount, the consultant checks it and the back office invoices. Exceptions per placement are possible, with a reason that is logged.
The app holds the agreement for each client: a free replacement, a partial refund depending on how long the candidate stayed, or no action. When a candidate leaves, the consultant records the date and the app shows what applies. A replacement starts a new guarantee period where that has been agreed.
Yes. Placements come from your ATS, so candidate, role and client don't need to be entered again, and invoices go to your accounts package. The app sits between them as the place where the commercial agreement lives; it doesn't replace either.
Yes. An assignment can have several invoice points: at the start of the assignment, at the shortlist and at placement, each with its own amount or percentage. The app prepares each instalment as soon as the milestone is reached.
Check that first. Some recruitment systems have a fee field on a placement, and that may be enough if you have one standard agreement. Custom development makes sense when agreements differ by client, when the guarantee and replacement terms cause disputes, or when invoicing in instalments or from the start date is currently manual work.
Every fee calculated from the agreement in force?
Tell us how many clients you have, how many different fee models sit beneath them, and which ATS and accounts package you use. We'll show you what the register, the fee calculation and the guarantee tracking look like.