The moment an offer is signed in the ATS, the placement fee is calculated from that client's negotiated terms, the invoice is generated and sent, and the guarantee period starts tracking itself — with rebate alerts if the candidate leaves early.
Typical results
Same day
Offer signed to invoice sent
0
Fee calculation errors
9 days
Faster client payments
Figures reflect typical results for this kind of automation.
The challenge
Placements were celebrated, then forgotten by billing. Finance learned about signed offers days later, dug through emails for each client's negotiated percentage, and calculated fees by hand — invoices went out twelve days after signature on average, with roughly six calculation errors a quarter. Guarantee periods lived in nobody's calendar, so early departures turned into awkward rebate disputes.
Before and after
Days from signature to invoice
−92%Fee errors per quarter
−100%The automation
We wired the ATS to billing with a Make scenario. A signed offer pulls the client's rate card — percentage, caps, payment terms — calculates the fee against the agreed salary, and generates the invoice for one-click finance approval before it's emailed with the placement details attached. The same trigger starts the guarantee clock: if the candidate's record shows an early exit, finance is alerted with the exact rebate owed.
How it works
- 01
Offer signed
The signed-offer status in the ATS triggers the billing scenario immediately.
- 02
Fee calculated
The client's negotiated rate card — percentage, caps, terms — is applied to the agreed salary.
- 03
Invoice approved and sent
Finance approves in one click and the invoice emails itself with placement details attached.
- 04
Guarantee clock starts
The placement's guarantee period is tracked from day one, per contract.
- 05
Rebates never surprise
An early exit alerts finance with the exact rebate owed, before the client asks.
Starts from
- Signed offer in ATS
- Client rate cards & terms
Delivers
- Invoice generated & sent
- Guarantee period tracked
- Rebate alerts to finance
The impact
Invoices now go out the day the offer is signed — eleven days sooner than before — and client payments arrive nine days faster. Fee calculation errors dropped from six a quarter to zero, and every guarantee period is tracked automatically, ending rebate surprises for good.
Questions about this automation
How is the placement fee calculated?
When an offer is marked signed in the ATS, the automation looks up that client's rate card, including the fee percentage, any caps and the payment terms. It applies them to the agreed salary and builds a draft invoice with the placement details, so finance checks a finished number instead of calculating it by hand.
Does an invoice ever go out without finance seeing it?
No. Every draft invoice waits in an approval step where finance can review the fee, edit a line or reject it. Once approved with one click, the invoice is emailed to the client with the placement summary attached and recorded in the billing system, so the sent invoice and the books always match.
How does guarantee-period tracking work?
The signed-offer trigger also starts a guarantee clock based on the contract terms agreed with that client. If the candidate's record shows an early exit during the period, finance gets an alert with the rebate owed, calculated from the same terms. This is a multi-step build, usually rolled out in stages, with invoicing first.