Indian recruitment firms, executive search companies, and HR consulting firms serving international clients — placing candidates for US, UK, UAE, or Singapore employers — receive some of the largest single cross-border invoices of any professional service category. A single executive placement fee can range from $10,000 to $100,000. This guide covers the billing structure and payment infrastructure.
Recruitment Fee Billing Models
Contingency Placement Fee (Most Common)
How it works: You invoice on successful placement. Fee = X% of the placed candidate's annual compensation (CTC).
Standard rates: 15-25% of annual salary for contingency search.
Example: Placed a VP Engineering at $200,000 USD annual salary. Contingency fee at 20% = $40,000 invoice.
Billing structure: Single invoice on placement confirmation. Guarantee period (typically 60-90 days) may require refund if candidate leaves within this period.
Retained Search (Executive/C-Suite)
How it works: Client pays upfront retainer to exclusively engage your firm.
Billing structure:
- 1/3 on engagement signing
- 1/3 on shortlist delivery
- 1/3 on offer acceptance Fee rate: 30-35% of annual compensation for retained searches.
Example: CEO search at $300,000 salary. Retained fee = $90,000-$105,000, billed in 3 tranches of $30,000-$35,000 each.
Temp/Contract Staffing
How it works: You invoice monthly based on hours worked by placed contractors.
Billing: Monthly timesheet-based invoice. Auto-billing ideal for recurring monthly invoices.
Cross-Border Payment Infrastructure by Invoice Size
Large Placement Fees (Above $10,000): Skydo
Skydo at 0.3% is the most cost-effective for large single placement invoices:
- $40,000 placement fee: $120 (0.3%)
- $90,000 executive search fee: $270 (0.3%)
- Auto-FIRA per milestone payment
- 24-48 hour INR settlement
Mid-Size Invoices ($2,000-$10,000): Playto Pay VBA
- USD VBA wire at 1% flat, zero markup
- $5,000 first tranche of retained search: $50 (1%)
- FIRA auto
- Daily INR
Monthly Contract Staffing Invoices: Playto Pay Auto-Billing
- Monthly timesheet invoice auto-charged to client card: 4% flat
- Eliminates monthly invoice chasing across time zones
- FIRA auto per monthly charge
Invoice Format for Recruitment Fees
[RECRUITMENT FIRM NAME]
[Address] | [GSTIN] | [PAN]
PLACEMENT FEE INVOICE
Invoice #: RF-2026-042
Date: 15 May 2026
Due Date: 29 May 2026
Client: [Company Name] | [Address] | [Country]
Candidate: [Name or Role Only, per agreed confidentiality]
Position: VP Engineering
Annual CTC: USD 200,000
Agreed Fee: 20% of Annual CTC
Placement Fee: USD 40,000
Guarantee Period: 90 days from joining date ([Join Date])
In case of departure within guarantee period: 100% fee credit
toward replacement search.
Export of Professional Services - IGST @ 0%
(LUT Filed for FY 2025-26)
Payment: Wire Transfer
Account Name: [Firm Name]
Routing: [USD VBA Routing]
Account: [USD VBA Account]
SWIFT: [SWIFT Code]
Ref: RF-2026-042
Due: USD 40,000 within 14 days of invoice.
Guarantee Period and Refund Handling
If candidate leaves within guarantee period: Most Indian recruitment firms offer a replacement search (not cash refund). If client insists on refund:
- Document the agreed refund terms in the original placement agreement
- Partial refund or full refund depending on when candidate left
- Refund via international wire (reverse of payment received)
- Consult CA on GST treatment of refunded export income
FAQ
What is the best way for Indian recruitment firms to receive large international placement fees? Skydo for invoices above $10K (0.3%). Playto Pay VBA for $2K-$10K invoices (1% flat). Both auto-generate FIRA and settle to INR.
What are standard payment terms for international recruitment fees? NET-14 from placement date is standard. Retained search: each tranche NET-7 from milestone delivery. Contract staffing: NET-14 monthly.
Do Indian recruitment firms need to charge GST to international clients? No. Export of professional services = zero-rated under LUT. No GST on international client invoices.