When a candidate accepts an offer, you record a placement. This tracks your revenue, manages invoicing, and monitors retention. This guide covers the full placement lifecycle.
The job status updates to "Filled" and the candidate is marked as placed.
When you mark an offer as "Accepted," PlacementFlow can create the placement automatically. The salary, fee percentage, and start date carry over from the offer — you don't need to re-enter them.
For permanent hires, fees are calculated as a percentage of annual salary:
Fee = Annual Salary × Fee Percentage
Example: £60,000 salary at 20% fee = £12,000 placement fee
Enter the salary and fee percentage — the fee amount calculates automatically.
For contractors, you track margin between your pay rate and bill rate:
Margin = (Bill Rate - Pay Rate) ÷ Bill Rate × 100
Example: Bill £50/hour, pay £35/hour = 30% margin
Enter both rates — the margin percentage calculates automatically.
Each placement has an invoice status that tracks collection:
| Status | Meaning |
|---|---|
| Pending | Placement recorded, invoice not yet sent |
| Invoiced | Invoice sent to client |
| Partial | Some payment received |
| Paid | Full payment received |
| Overdue | Past due date |
| Written Off | Uncollectible |
On the placement detail page, click Edit Invoice to add:
PlacementFlow checks due dates daily. If an invoice passes its due date without full payment, the status automatically changes to "Overdue" and you receive a notification.
When you receive payment:
The system automatically updates:
You can record multiple payments for split or staged payments.
Each placement stores its own currency. When you create a placement, select the currency that matches your invoice. Revenue reports display amounts in their original currency.
PlacementFlow tracks candidate retention at three checkpoints:
| Milestone | When | Purpose |
|---|---|---|
| 90 Days | ~3 months after start | Early warning for short tenure |
| 180 Days | ~6 months after start | Mid-term retention check |
| 365 Days | ~1 year after start | Long-term placement success |
You'll receive reminders when each milestone approaches.
Retention milestones build an auditable record of what your desk delivered. When a placement stays 90+ days, that outcome is on your track record — useful for client renewals, case studies, and proving the quality of your placements. Early terminations are recorded too, so the picture stays honest.
If you pay recruiter commission on placements:
Commission tracking is optional — leave it blank if you don't track recruiter bonuses.
Once a placement is recorded, it appears in your revenue dashboard. Track invoice status, record payments as they arrive, and complete retention check-ins at each milestone. Your placement history becomes an auditable track record you own.