Of annual salary package. Fee charged on offer acceptance.
Of annual salary package. Charged in 3 milestones (engagement / shortlist / placement).
Package Definition (per Terms)
The annual salary package includes:
- Salary paid to the candidate
- Superannuation
- Company car or vehicle allowance
- Any guaranteed commission or bonus
- Any other benefits
In practice most placements are salary + super only. But never assume — always check the client's signed Terms for their specific package definition before invoicing.
Lower rates require Managing Director approval. If a client has negotiated a lower rate (e.g. 15% instead of 18.5%), it must be in their signed Terms. Don't quote a discount on the spot.
When the Fee is Charged
The permanent selection fee is charged, and an invoice issued, immediately on offer acceptance. Not on start date. Not on creation date. Offer acceptance is the trigger.
For retained searches, fees follow the agreed milestone schedule (see Retained Search).
The clause activates if the candidate is hired by the client or a related entity within 12 months of presentation (see 12-Month Introduction Clause in Special Cases).
| Field | Standard Value |
|---|---|
| Invoice date | Date of offer acceptance (not start date, not creation date) |
| Due date | Net 14 days from invoice date (per Terms) |
| Numbering | Xero auto-number (INV-XXXX) |
| Revenue accounts | 205 – Desk 1 Billings 207 – Desk 2 Billings |
| Branding themes | APB Strategy — Placement Invoice APB Strategy — Retained Invoice APB Strategy — Credit Note |
| Currency | Australian Dollar |
| Amounts are | Tax exclusive (GST 10% added) |
| Item name format | INV# — Candidate — Client (in CRM) |
| Who sends | Accounts sends, Adam CC'd, consultant NOT included |
Always check signed Terms of Business before invoicing. Rates, package definitions, payment terms, and guarantee periods can vary client by client. The signed Terms are the authoritative document — stored in the e-signature platform and the CRM.
Why itemise: the description doubles as a contractual record. If a client later disputes the fee, candidate, or guarantee status, the invoice itself states the position. Reduces the burden of going back to email / CRM to prove what was agreed.
Standard Template
Recruitment Service Description
Type: [Non-Exclusive Contingent / Exclusive / Retained]
Company: [Legal entity name]
Role: [Title from offer letter]
Location: [City, State]
Job Order: [J-XXX]
Candidate Details:
Name: [Full name from offer letter]
Offer Accepted On: [DD/MM/YYYY]
Start Date: [DD/MM/YYYY]
Fee Calculation:
Annual Base Salary: $XXX,XXX.XX
Superannuation (XX%): $XX,XXX.XX
[Other package components if applicable]
Total Annual Package: $XXX,XXX.XX
Permanent Selection Fee (XX% of total package): $XX,XXX.XX ex GST
Guarantee:
[X-month] replacement guarantee applies from candidate's commencement date, subject to all conditions of the Permanent Selection Guarantee in the signed Terms of Business.
Payment Terms:
Due 14 days from invoice date per Terms of Business.Variants (when standard doesn't fit)
Insert the Credit Applied block after Fee Calculation, and replace the standard Guarantee paragraph with the no-guarantee version (in CAPS):
Credit Applied:
[Source candidate] ([Source role], INV-YYYY) replacement credit of $X,XXX.XX ex GST applied against this invoice.
Guarantee:
This placement is treated as the one-time replacement for [original placement] under clause (e) of the Permanent Selection Guarantee in the Terms of Business signed by [Client] on [DD/MM/YYYY]. NO REPLACEMENT GUARANTEE APPLIES TO THIS PLACEMENT.The CAPS line is intentional. It protects against any later dispute about whether the no-guarantee status was clear.
When you've agreed payment terms different from the standard 14 days from invoice date, replace the Payment Terms paragraph:
Payment Terms:
Due [X] days from candidate's commencement date (in lieu of standard 14 days from invoice date), by agreement with [Client].When this invoice replaces a previously-issued one (see Re-Issuing & Voiding Invoices), append a supersession note at the end of Payment Terms:
Note: this invoice supersedes INV-YYYY (voided), which was [reason for void].The rule: if the candidate's indicated start falls on a public holiday in the relevant state, default to the next business day. State the assumption in writing with an auto-confirm clause so silence equals confirmation.
Standard Phrasing
"We'll proceed on the basis of [Tuesday, 9 June 2026]. If this changes, please let us know and we'll amend the invoice; otherwise we'll treat [9 June] as confirmed."
Use this language in the cover email and the CRM note. The auto-confirm clause matters: it converts the start date from a blocker into a working assumption.
Sender, Recipients, Attachments
| From | accounts@apbstrategy.com.au |
| CC | Adam (always) |
| Consultant | NOT on the email — commercials sit outside their role |
| Attachments | Invoice PDF Signed Letter of Offer Signed Terms of Business |
Standard Content
- Brief acknowledgement / placement confirmation
- Confirm receipt + queued for payment
- Note that Adam will call separately for feedback
- List of attachments
- Candidate start date (with auto-confirm clause if assumed)
- Payment due date
- PO number (if applicable)
- Placement guarantee clause with 5-day extension wording
- Payment options (EFT / credit card / APay)
Tone: warm but professional. The guarantee clause is factual, not threatening. For strained relationships (e.g. after a dispute), drop celebratory language entirely — factual only.
Two-Email Pattern (Disputed Invoice Variant)
When an invoice has been disputed and a commercial agreement reached, send two separate emails. Don't combine — they have different jobs.
Confirms the agreed terms in writing. Cites reviewed communications (email + Aircall transcripts/notes + CRM notes). Cites relevant clauses. States APB's formal recommendation — especially when the client chose against APB's advice. Locks the position.
Operational tone. Invoice PDF + signed offer letter + signed Terms attached. References supersession if applicable. Factual, no celebration.
Order matters: send Email 1 first to anchor the position, Email 2 second to operationalise. Combining them dilutes both — Email 1 needs to land cleanly as the position, Email 2 needs to land cleanly as the bill.
Guarantee Period
Triggers when the candidate's annual package is $100,000 or higher.
Applies when the candidate's annual package is under $100,000.
Remedy
If the placement falls within the guarantee period under qualifying conditions, the remedy is:
- Replacement candidate — APB has 4 weeks exclusive right to replace
- OR credit — for use against permanent recruitment services within 12 months
No pro-rata refund. Replacement or credit only. Don't offer cash refunds — they're not in the Terms.
The 8 Conditions (clauses a–h of the Permanent Selection Guarantee)
- (a) Full payment of the recruitment fee within agreed payment terms
- (b) Written notice to APB before termination of the candidate
- (c) Termination not due to redundancy, restructuring, or redeployment
- (d) APB's exclusive right to replace within 4 weeks of termination notice
- (e) Guarantee applies once and does not extend to a replacement candidate
- (f) If the client hires a replacement from another source, the guarantee voids
- (g) Guarantee is not transferable to other positions
- (h) If APB cannot locate a suitable replacement, fee is credited for up to 1 year (perm services only)
5-Day Payment Extension
If a client cannot pay by the due date, up to 5 extra days are available. Each day past due reduces the guarantee by 1 month:
| Days late | Guarantee impact (6-month placement) |
|---|---|
| 0 days | Full 6 months |
| 2 days | 4 months |
| 5 days | 1 month |
| 6+ days | Guarantee voided |
Communicate this in the Day 1 invoice email as written notice. Late payment warning on the invoice should read:
"Due in full on or before due date to qualify for guarantee. Late payment may reduce guarantee at APB's discretion."
⚠ Replacement Credit + Guarantee Interaction
The non-obvious rule that has caused disputes: applying a replacement credit (clause h) makes the new placement the replacement candidate under clause (e). Clause (e) states the guarantee applies once and does not extend to the replacement. Result: no fresh guarantee on the new placement.
Always present both options to the client before they commit:
- Reduced fee on new invoice
- Credit consumed
- No guarantee on new placement
- Full fee on new placement
- 6-month guarantee retained
- Credit applied to a smaller future role
APB recommendation: Option B for senior placements ($100K+ packages). The commercial value of the guarantee on a high-stakes hire materially exceeds the credit value (e.g. $16K credit vs $448K placement exposure). Document the recommendation in writing on every replacement-credit conversation — protects against future disputes.
Triple Paper Trail When No Guarantee Applies
When a client chooses Option A, the no-guarantee fact must appear in all four locations to be bullet-proof:
- The invoice description itself, in CAPS: "NO REPLACEMENT GUARANTEE APPLIES TO THIS PLACEMENT"
- The cover email when the invoice is sent
- The CRM/billing item notes
- The written confirmation email after any verbal agreement with the client
Reference clause (e) and the original credit-source invoice number in all four locations.
Approval rule: Adam approves all credit notes in Xero. Desk Leads do not have authority to approve.
When to Issue a Credit Note
- Candidate doesn't start (replacement guarantee under clause h)
- Salary correction (final package different from invoiced)
- Fee dispute resolved in client's favour
- Billing entity error (wrong company billed)
- Voiding a superseded invoice (see Re-Issuing & Voiding)
- Applying replacement credit to a new placement
Creating a Credit Note in Xero — Step-by-Step
- Open the invoice in Xero
- Click the three-dot menu (⋮) at the top right
- Click "Add Credit Note" (sometimes labelled "Create and apply credit")
- Xero pre-fills with the invoice's contact and full amount — adjust if you only want a partial credit
- Click the + button at the top right of any Xero page
- Select "Credit Note"
- Set Contact, Date, Reference manually
Required Settings (Both Methods)
| Field | Value |
|---|---|
| Branding theme | APB Strategy — Credit Note (NOT the Placement Invoice theme) |
| Account code | Match the original invoice (205 – Desk 1 Billings or 207 – Desk 2 Billings) |
| Tax | GST on Income (10%) |
| Description | Reason + reference to original invoice + contractual basis (clause numbers) |
| Reference | Re INV-YYYY — [purpose] — [outcome] |
Allocation step (often missed): approving a credit note is not the same as applying it. After approving, click "Credit balance" → "Allocate Credit" → tick the target invoice → enter the inc-GST amount → confirm. Until allocated, the credit sits unapplied and the target invoice still shows the full balance.
Decision Matrix
| Scenario | Approach |
|---|---|
| Invoice not yet sent to client | Edit the draft, save, send |
| Invoice sent, dated within current open period | Edit, save, re-send with note |
| Invoice sent, dated before year-end lock | Option 1: void-and-reissue (mandatory) |
| Invoice sent, just needs credit adjustment | Standalone credit note allocated to existing invoice |
Year-end lock: APB's books lock at FY close (31 March each year). Invoices dated before the lock cannot be retroactively edited in Xero. Always use Option 1 for these.
Option 1 Workflow — Void-and-Reissue
Void — superseded by INV-XXXX (where XXXX is the new invoice number you'll create).Sequencing tip: create the new invoice first (so you have a number to reference), then void the original referencing the new number. Or void first if you'd rather have the original cleaned up before issuing the replacement. Either order works — pick whichever keeps the audit trail clearest.
- Confirm credit application (replacement credit only — the only credit type APB issues)
- Quote standard rates from Table A of the Terms
- Confirm payment terms per the signed Terms of Business
- Confirm guarantee period for placements meeting the dual threshold
- Granting a guarantee alongside replacement credit application (structurally impossible per clause (e))
- Lower-than-standard fee rates
- Extended payment terms beyond agreed 14 days
- Modified guarantee periods or conditions
- Waiving recovery costs or guarantee conditions
Granting commitments outside the signed Terms is a breach of employment terms. If a client asks for something on the right column, escalate to MD before responding. "Let me come back to you on that" is the right answer — never commit on the spot.
"Credit" terminology: in APB's business, "credit" means replacement credit (clause h). It is the only credit type APB issues. When a consultant says "you can use the credit," it has a specific contractual meaning — and engages clause (e). Be aware of this when communicating with clients.
Recovery costs: "Any costs incurred in recovering overdue accounts will be charged to you" (per Terms). Reference this when emails escalate past Day 15.
Solicitor Details
| Name | Amanda Fayad |
| amanda@alfalawyer.com | |
| Phone | 0405 302 221 |
Day 18 — first call. Reference the Day 15 email. Goal: a confirmed payment date.
"Hi [Name], it's Adam Beverley from APB Strategy. I'm following up on the email I sent on [Day 15 Date] regarding invoice [INV-XXXX] for $[Amount]. It's now [X] days overdue and I need to get a confirmed payment date from you." [Listen — let them explain. Note any issues or disputes.] "I appreciate that — could you give me a specific date I can lock in? I need something firm because, as I mentioned in my email, we do need to escalate this externally if we can't agree a date by [Day 21 Date]." [Get a specific date. "Next week" or "soon" is not a date.] "Perfect, I'll send you an email confirming that. Thanks for your help."
After the call: immediately send the Day 18 post-call confirmation email (see Overdue Email Templates below) so the agreed date is in writing.
When AP is unresponsive — ask for internal help. Don't threaten the client contact with the solicitor; that pressure stays in the AP channel.
"Hi [Name], it's Adam from APB Strategy. Quick one — I've been trying to resolve an overdue invoice for [Candidate Name]'s placement with your accounts team and haven't been able to get a confirmed payment date. It's invoice [INV-XXXX] for $[Amount], was due on [Due Date]." "Would you be able to give them a nudge internally? I'd really prefer to sort this out directly rather than having to escalate it further." [Don't threaten the client contact with the solicitor — keep that for AP.] "Appreciate it — I know it's not your department, but it really helps when it comes from inside."
Day 15 — Overdue Notice + Day 21 Warning
Day 18 — Post-Call Confirmation
Why the Day 18 email matters: creates a written record of the agreed payment date. If the client misses that date too, the solicitor handoff documentation is already built.
Best Practice Sequence
- MD calls the client contact immediately. Don't let it fester in email — phone resolves things faster and exposes the actual concern.
- Resolve on the phone where possible.
- Send a confirmation email in writing, capturing the agreed outcome. This is the paper trail.
- If unresolved → CRM status moves to Escalated → Adam takes over → solicitor path follows the Day 14+ cadence.
Communication Review When Disputes Arise
When a client disputes what was communicated, always review three channels before responding. The answer is rarely in just one channel.
Sent items, contact thread. Strongest written record.
Call transcripts and notes. Captures verbal commitments.
Item activity, billing notes, status changes.
Document findings in writing using phrases like "on review of records across email, recorded calls, and CRM notes…". Establishes paper trail and addresses any "you said you'd check the records" challenge head-on.
Verbatim vs paraphrase: only use quote marks if you have the client's exact wording from a recorded call or written record. Otherwise paraphrase carefully — quoting inaccurately undermines the rest of your position.
Three Reconciliation Checks
- Xero ↔ CRM invoicing board — every invoice in Xero has a matching CRM item, and vice versa
- CRM invoicing board ↔ CRM placements — every placement has an invoice issued or queued
- Status currency check — no stale "Sent" items that should be "Overdue", no "Awaiting Payment" items where payment has actually landed
Automation: Make.com / n8n scenarios partially built for Xero → CRM sync (invoices, payments, overdue, credit notes). May move to n8n when the new APB CRM is finalised. Until automation is live, this is a manual monthly pass.
No surcharge.
BSB: 034-660
Account: 451005
Account name: ABQ1
One-off payment via Stripe.
Visa / MD: 1.8%
Amex: 2.75%
Via Apostive. Client self-serves through the APay link in the invoice.
3 mo: 4%
4 mo: 5%
5 mo: 6%
6 mo: 7%
APay / Apostive Workflow
- Client self-serves via APay link in the invoice (no manual setup)
- Apostive pays APB in full the next business day after client's first instalment
- From APB's perspective, CRM status goes to Paid immediately
- Apostive surcharge is on the total inc GST and charged directly to the client
- EFT instalments via apositive.com.au form exist but are discouraged — APay link is preferred
Mention all three options in every invoice email. Don't push a particular one — let the client choose what suits their cashflow.
Fee on first year's total remuneration, pro-rated over 12 months with a minimum 6-month term. If the candidate continues beyond the initial contract period, the remaining portion of the fee becomes payable.
Fee calculated on the full-time equivalent (FTE) annual salary package — not the actual part-time pay rate.
If a candidate is hired by the client (or a related entity) within 12 months of presentation, the fee applies — even if the client says they "found" the candidate elsewhere afterwards.
Handling: call to negotiate. Offer either reduced fee with no guarantee, or full fee with the guarantee. If the client refuses, refer to solicitor. "Any costs incurred in recovering overdue accounts will be charged to you" (per Terms).
Rare and case-by-case. Record the partial payment in Xero, set CRM status to Partial, and chase the balance on the standard escalation cadence.
Item Naming Convention
Every invoicing board item uses the format: INV# — Candidate — Client
Example: INV-0142 — Mitchell — Acme Corp
11 Status Labels
- Draft — being prepared
- MISSING INFO — awaiting start date or other data
- Approved — internally signed off, ready to send
- Sent — invoice with client
- Payment Scheduled — confirmed in client AP run
- Overdue — past due date
- In Dispute — client raised an issue
- Escalated — Adam takes over
- Paid — fully settled
- Partial — partial payment received
- Credited — voided via credit note
Fee Adjustment Note field: when applying a credit, this field must match the actual credit value. Discrepancies (e.g. board says $16,860, actual is $16,840) cause downstream disputes — keep it accurate.
Standard Structure
- Minimum 33% upfront on engagement — never less
- Standard split: 1/3 engagement, 1/3 shortlist, 1/3 placement
- Alternatives: 50/50 (engagement + placement) or other agreed splits
- Based on estimated package; adjustments made on the final invoice only (not the retainer invoice)
- Usually 2 invoices: retainer (upfront) + final (on acceptance, adjusted for actual package)
Payment Terms
Strictly 14 days from each retainer invoice.
If a Retained Search is Cancelled
No refund or transfer of fee. Retainer fees are earned on engagement — they cover the search work already underway. If the client cancels, the retainer stays paid.
| Legal entity | The Trustee for The ABQ1 Family Trust |
| Trading as | APB Strategy |
| ABN | 88 491 863 805 |
| Phone | 1300 629 167 |
| Address | Level 26, 44 Market St, Sydney NSW 2000 |
| accounts@apbstrategy.com.au | |
| Bank | ABQ1 — BSB 034-660, Account 451005 |
Terms of Business storage: all signed Terms are stored in the e-signature platform and the CRM. Always check the signed Terms for the package definition and any agreed variations before invoicing.
18.5% of annual salary package
25% of annual salary package
Net 14 days from invoice date
Package $100,000 or higher
Package under $100,000
Each day late reduces guarantee by 1 month
Date of offer acceptance
12 months from candidate presentation
INV# — Candidate — Client
Day 14 due → 15 Adam → 21 solicitor → 30 litigate
Adam approves all — no exceptions
Visa/MD 1.8%, Amex 2.75%
3mo 4% · 4mo 5% · 5mo 6% · 6mo 7%
Placement Invoice · Retained Invoice · Credit Note
205 — Desk 1 · 207 — Desk 2
| Terms of Business | The signed agreement between APB and the client governing fees, payment, guarantees, and introduction rights. |
| Annual Salary Package | Base salary + super + car allowance + guaranteed bonus + other benefits, as defined in the signed Terms. |
| Job Order (JO) | An active assignment created from a Search Brief. |
| Managing Director (MD) | The senior consultant responsible for the client relationship and deal. Approves lower-than-standard fees. |
| Desk Lead | Leads a recruitment desk (Desk 1 or Desk 2). Does not approve credit notes. |
| APay / Apostive | Third-party instalment payment provider. Client self-serves via the APay link on the invoice. APB is paid in full the next business day. |
| EFT | Electronic Funds Transfer — the preferred payment method (no fee). |
| Branding Theme | The Xero invoice template design. APB has three: Placement Invoice, Retained Invoice, Credit Note. |
| CRM Invoicing Board | The board in the APB CRM that tracks all invoices through their lifecycle (11 statuses). |
| AP Contact | The client's Accounts Payable contact — the person invoices are sent to and payment is chased through. |
| Net 14 | Payment terms: invoice is due 14 calendar days from the invoice date. |
| 5-Day Extension | If a client can't pay by the due date, up to 5 extra days are available. Each day reduces the guarantee by 1 month. |
| Part 1 / Part 2 | Retained search invoicing: Part 1 is the retainer (upfront, estimated), Part 2 is the final invoice (on placement, actual package minus retainer). |
| Escalated | CRM status indicating the invoice has been referred to the solicitor for collection. No direct contact with client on payment. |
| In Dispute | CRM status indicating the client has raised a query or dispute. Escalation cadence paused until resolved. |