Payment processing for staffing agencies and weekly invoices

The best fit is the one that handles weekly timesheet invoices, placement fees and disputed balances the way your agency bills. Compare total fees, software compatibility, support and reconciliation reports, and ask each provider for a written, itemized quote based on your own statements. Your RapidCents representative can show you the invoice and settlement flow for your agency.

The cost depends on your card mix, invoice size and how payments are taken, so we quote it from your own statements rather than as one number. Pricing is interchange-plus: interchange passes through at cost, your RapidCents markup is in your Fee Schedule, and fees for equipment or services apply if relevant. Fee Check reads a statement and shows each part.

Often, yes. Many agencies keep Bullhorn for timesheets and billing and take payment through RapidCents, which integrates with many major platforms through APPIE and RapidBridge. The right option depends on your Bullhorn edition and version, whether that is a payment link on the invoice with a settlement import to match payments or another route. Your RapidCents representative will walk you through it.

List unpaid invoices, stored cards, bank payment authorizations, refunds and transaction references before you move. Keep your old reports for history. Stored cards are not moved automatically, and both providers must agree before any token transfer, so some clients may need to authorize payment again. Test a full cycle, then migrate clients in groups.

RapidCents serves merchants in Canada and the United States, and the options for a staffing agency follow the country of the merchant account. Cards are the usual starting point. Bank payment methods, authorization rules and settlement currency differ, so your RapidCents representative will walk you through what fits your agency before you offer anything to clients.

Issue one invoice per approved timesheet through RapidCents Invoicing and send it with a payment link. The client pays by card or bank payment, and the settlement report shows the amount by invoice number. Your staffing software keeps the timesheets. Agree the reference format first, and get written authorization before you debit any client account on a schedule.

Send the fee invoice with a payment link once the client confirms the hire, or key the card in the Virtual Terminal if the client calls. Put the fee terms in a signed agreement first, and note the candidate and start date on the reference. Refunds under your replacement terms go back to the original payment.

Give every invoice a reference built from client code, placement and week ending, and keep it on the payment link. Settled transactions then appear in the Reporting exports with that reference, and your accounts receivable lead can match them to open items. Your staffing software remains the record of hours and approvals.

Ask the client which lines it accepts, send a payment link for that amount and keep the contested lines open under the original invoice number. When the question is resolved, issue a credit note and refund any overpayment, or send a final link. Never press a client to pay hours it has not approved.

Make paying easy and make overdue items visible. Put a payment link on every invoice, send reminders with a fresh link, and review open balances by client before each payroll date. RapidCents processes the payments you collect, but it does not advance money or change what your clients owe, so plan cash flow accordingly.

MCC 7361 is commonly associated with employment agencies and temporary help services. RapidCents sets the correct merchant category during onboarding, based on what your business actually sells. An agency that places workers and one that also sells other services may be classified differently, so describe your full activity when you apply.