The Invoices feature in Recruit CRM lets you create, customize, and manage invoices directly within the platform. You can generate invoices from supported records such as candidates, contacts, companies, jobs, deals, and placements, use customizable invoice templates and fields, track invoice statuses from a centralized dashboard, work with multiple currencies using automatic exchange rate updates for reporting, and perform bulk actions such as exporting, downloading, archiving, deleting, and updating internal fields.

Use this feature when:

The Invoice List page serves as the central dashboard for managing all invoices created in Recruit CRM. From here, invoices can be tracked, organized, and managed from a single location.

This section gives you a centralized view of all invoices, making it easier to monitor billing activity and manage invoice records efficiently.
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The Invoice List Page acts as the central dashboard for managing invoices. From here, you can track invoice statuses, organize records, and perform actions such as editing, downloading, archiving, or exporting invoices.
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At the top of the invoice list page, you will see a quick overview of key invoice statistics, including:

These metrics give you a quick snapshot of your billing performance. You can also click on any of these metrics to instantly filter the list and view invoices belonging to that category.
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For example:

Recruit CRM supports invoices in multiple currencies to accommodate different billing requirements. Exchange rates are automatically fetched once per day, and invoice values are converted into the account's base currency for reporting. This ensures that reports display consistent values in the configured account currency.

To make invoice tracking easier, you can organize invoices using the 'Group By' feature.
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Steps to group invoices:

The system will automatically organize invoices into groups based on the selected entity, allowing you to quickly review invoices associated with the specific records.
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The invoice list page also supports Filter search and Boolean search.
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You can:

You can select multiple invoices and perform actions such as:

1. Choose the entity for which you want to create the invoice. (Candidate, Contact, Company, Jobs & Deals). Here we have selected a company record as an example.
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2. You can create an invoice directly from a Company record by clicking on the three-dot menu (⋮) at the top right and selecting "Create Invoice".
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Alternatively, you can also create it within the Invoices tab. The option to Create Invoice will appear if there are any other existing linked invoices.
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3. The invoice will automatically link to that company.
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1. Go to Placements & Invoices → Invoices. Click "+ New Invoice".
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2. Select a template (Recruit CRM provides default templates that you can edit or clone. You can also create a new template).
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3. Choose the template and record from the options below (candidate, contact, company, jobs or deal you’d like to associate this Invoice with).
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4. Once the form opens, you’ll see a live preview on the right showing your template and real-time calculations.
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5. Filling Invoice Details:
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Entering Invoice Details (Left-hand Side):
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While creating the invoice, you can enter values like salary, placement fee, a start and due date. You’ll see the total amount update automatically based on your formulas and fields.
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​Customizing the Invoice Layout (Right-hand Side):
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On the right-hand side of the invoice creation screen, you will see a live preview of the invoice template. This preview is fully customizable and allows you to edit the layout and formatting of the invoice directly from the editor.
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At the top of the editor, you will find several formatting and editing tools that allow you to structure and customize the invoice document.
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The options allow you to format and structure the invoice document directly within the preview editor, similar to working in a standard document editor.
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Once done, click on "Save" to keep it as a draft or "Save & Send" to email it to your client.
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Note: The invoice number is auto-generated but can be customized anytime from your billing settings.

You can also create an invoice automatically when updating candidate stages in the hiring pipeline.
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Go to a specific Job and click View All to see all the candidates assigned to that job.
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Select the candidate(s) whose hiring stage you want to update and create an invoice for. You can do this from either the List View or the Kanban View, and click Update Hiring Stage from the top.
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Change the Hiring Stage as required. Below the Remark box, enable the Create Invoice option and click Submit.
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Choose an invoice template and click Create Invoice. The system will automatically generate invoices and associate them with the relevant records.
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You can also generate invoice directly by changing the candidate's hiring stage, simply update the Hiring Stage and make sure to check the Create Invoice option at the bottom.
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You can add your own fields to capture extra billing details like “Project Code,” “Tax Category,” or “Payment Type.”

1. Go to Admin Settings → Invoice Fields and templates.
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2. Click "+ Add Custom Field" button.
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3. Choose the type of field (Text, Long Text, Date, Number, Dropdown, or Multi-select). Name the field and set visibility. Click "Save".
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These fields appear on your invoice creation form and can also be used inside templates.

You can use Internal Custom Fields to track invoice information that is only visible to you and your team.

1. Go to Admin Settings >> Navigate to Invoice Fields & Settings. >> Open the Invoice Fields tab.

2. Click the "Add Custom Field" button.

3. Select Internal Field as the field type. Enter the required Field Name and choose the appropriate Field Type.

4. Click Save to create the field.

Internal Custom Fields can be displayed as columns on the Invoice List page, allowing you to view and manage internal invoice information alongside other invoice details. These fields support standard list page actions such as sorting, filtering, resizing, reordering, pinning, and hiding.

You can also update Internal Custom Fields in bulk directly from the Invoice List page by using the "Update Field" option, making it easier to maintain invoice data across multiple records at once.

When exporting invoices, you can choose to include Internal Custom Fields in the export file, giving you greater flexibility when reporting on or sharing invoice data internally.

When creating or editing an invoice, fields are organized into two sections: Invoice Details for client-facing information shown on the invoice PDF, and Internal Custom Fields for information used only for internal tracking.

You can also access Internal Custom Fields from the Invoice Preview page through a dedicated 'Invoice Fields' tab, where internal field values can be viewed and edited as long as the invoice has not been marked as paid.

Recruit CRM provides default invoice templates that you can edit or clone. You can also create new Invoice templates.

1. Go to Admin Settings → Invoice Fields and templates.
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2. Click on the “+ Add Invoice Template” button in the top-right corner under the Invoice Template section to create a new invoice template.
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3. Start by adding the name of the template. Then, choose who you want to share the template with, it can be specific teammates or the entire team.
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Next, set the due date (for example, selecting 30 days will automatically calculate the due date as 30 days from the issue date).
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By default, the Amount field is already added. You can now add more default and custom fields such as (Description, Salary, or Placement Fee) as per your needs.
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Once the fields are added, define formulas.
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You can mark Template Custom Fields as required while creating or editing an invoice template. When a field is marked as required, users must provide a value before the invoice can be saved, helping ensure that important billing information is captured consistently.

4. Once all fields and formulas are added, click on "Customize Theme". You will see a preview of your template.
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From the top-right side, you can add placeholders and customise the layout and view of the template as desired. Finally, once everything looks good, click on "Save".
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1. From the left-hand sidebar, click on Placements & Invoices. You’ll see two tabs: Placements and Invoices.
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Select the Invoices tab to view all invoices created by your team. Open any saved invoice.
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2. Click the ⚙️ (cog icon) beside the 'Create Invoice' button.
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3. This opens Billing Information, where you can:

This helps you align invoice numbering with your organization’s preferred format, and click Save.
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After saving an invoice, you can view and manage its status to track the progress of the billing process.
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You can update the status of an invoice directly from the invoice record.

Each invoice also maintains a status history, allowing you to view previous status changes along with any remarks that were added.

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Using the Invoices feature in Recruit CRM, you can create, customize, and track invoices efficiently while keeping both client-facing and internal billing data organized.

Hope this helps!