Placement invoices that reach QuickBooks without retyping

A recruitment invoice is not a generic sales invoice with a different line description. A permanent placement bills a fee derived from a first-year salary and a percentage that was agreed in the fee agreement, not typed at invoice time. A contract placement bills margin against approved timesheet hours for a period, with a rate that may have changed mid-assignment. Both carry a rebate obligation that outlives the invoice.

Everything above already sits on the placement record, which is the whole argument for syncing rather than rekeying. When a bookkeeper retypes an invoice from an email, the fee percentage, the purchase order reference and the billing contact are the three fields that go wrong, and each of them costs a payment cycle when the client rejects the invoice.

Placements fall over. A candidate resigns inside the guarantee window, a contract is terminated in week two, a client disputes a fee after a counter-offer. In each case something has to reverse in the ledger, and in most agencies that reversal is a message to the bookkeeper that gets actioned three weeks later, after the debtor report has already been circulated.

The build covers credit notes as well as invoices, because a sync that only pushes money out one way makes the accounting worse rather than better. When a placement moves to a drop-out state inside its guarantee window, the rebate obligation is already recorded on the placement; the credit note is the accounting expression of a fact the CRM already holds.

The manual route works and it is the route every current customer uses. Raise the placement invoice in Surhires so the CRM holds the commercial record, export the billing rows as a CSV, and enter or import the invoice in QuickBooks Online yourself. Then file the QuickBooks invoice number and issue date back on the placement record, which takes about fifteen seconds and keeps the two systems reconcilable.

That last step is the one people skip and the one that matters. Without the invoice number on the placement, nobody can answer which placements have been billed without opening two systems side by side, and the aged debtor conversation stops being a report and becomes an archaeology exercise.

Surhires is not an HRIS, a payroll system, a background-check provider or an assessment platform. It is recruitment software: candidate relationships, outbound sourcing, client submittals and the placement pipeline through to the first invoice. QuickBooks remains your accounting system and your accountant remains the person who closes your books.

Specifically, the integration will not calculate your tax position, will not run contractor payroll, will not reconcile your bank feed and will not become a second ledger. It moves an invoice and a credit note that Surhires already has the facts for into the system that is supposed to hold them, and it stops there.

The connection will authorise against your own QuickBooks Online company through the standard consent flow, and the access can be revoked from either side at any time. Field mapping between Surhires clients and QuickBooks customers is explicit and reviewable rather than matched on name similarity, because two clients called Northern Group is a normal state of affairs in staffing.

Sending will require an approval step rather than firing on a stage change, at least for the first release. Every push, failure and retry is written to a sync log with the actor and the timestamp, so a missing invoice has an answer rather than a theory. Which roles can approve a send is a permission, not a convention.