Staffing agencies send a quote or rate proposal when a client is deciding on a vendor, needs workers for a new project or season, or wants to compare agencies. Clients typically compare bill rates, markup, overtime treatment, conversion terms, and how fast you can fill positions.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
Create an invoice for payment collection
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Invoice_1001_Client_2026-10-14.pdf
Bill rates depend on role and volume, and a defined start and end date prevents arguments about open-ended commitments.
Clients often compare rates line by line, and unstated overtime rules are the most common source of billing disputes.
Clarifies whether you bill for short shifts, reporting pay when work is canceled, or workers who are sent home early.
Screening costs are either built into the rate or billed separately, and the client needs to know which.
The client may want to hire the worker permanently, and setting the terms up front avoids a dispute at the moment they try.
Tying the quote to your payment terms lets you hold the client to them and lets you spot credit risk early.
These responsibilities affect safety, liability, and workers' comp classification, and the client should be clear on what they handle.
| Service | Priced | Typical range |
|---|---|---|
| Light industrial temp (warehouse, packaging, general labor) | per hour | $20-32 |
| Clerical / administrative temp | per hour | $25-42 |
| Skilled trades or technical temp (forklift, welder, CNC, IT help desk) | per hour | $32-65 |
| Professional contract (accounting, engineering, IT) | per hour | $50-120 |
| Direct-hire placement fee | percent of first-year salary | 15%-25% |
| Temp-to-hire conversion fee | flat fee or percent of salary | $1,500-6,000 |
| Overtime hours | per hour (1.5x bill rate) | $30-48 for light industrial |
| Payroll-only or on-site coordinator | per month | $1,500-4,500 |
Typical US ranges. Rates vary by region, experience, and job size.
Work out pay rate plus payroll taxes, workers' comp, insurance, and any benefits before applying markup. Workers' comp rates differ widely by job class, so a warehouse role and an office role should not carry the same markup.
Larger or longer commitments can justify a lower markup, such as a few points off at 25 or more workers. Showing the tiers in the quote gives the client a reason to commit to volume without you cutting rates piecemeal.
Many clients want a single hourly number per role. Give the bill rate for each position, and be ready to explain what it covers if asked about the markup.
Wage rates, workers' comp premiums, and minimum wage laws change. A 30-day expiration protects you if you quote a rate and the client takes weeks to decide.
Most agencies quote the bill rate per role, because it is simpler and keeps your cost structure private. Some larger clients, especially those using a vendor management system, require a markup percentage, in which case you quote that against an agreed pay rate.
Thirty days is common. If the quote depends on a specific pay rate or workers' comp class that could change, shorter validity or a clause allowing rate adjustments for wage or tax changes protects you.
Only if your agreement allows it. Include a clause that permits adjustments for minimum wage increases, statutory cost changes, or a change in job duties, with written notice. Otherwise you are held to the quoted rate for the whole assignment.
Percentage of first-year base salary is standard, often 15% to 25%. Flat fees are used for lower-wage or high-volume hiring, where a percentage would be too small to cover recruiting effort. State what counts as salary, such as base only or including guaranteed bonuses.
Use the Staffing Agency invoice template to bill the client, or convert this estimate once it's approved.
Staffing Agency invoice template