Staffing invoice disputes often focus on authorization, hours, rates, conversion fees or the identity of the client entity. A collection file should connect the commercial terms to the specific work and invoice.
Assemble the account chain.
- Client service agreement and rate schedule
- Job orders, placements and authorized contacts
- Approved timesheets or time-system records
- Invoices, credits, payments and current ledger
- Conversion or placement-fee terms when relevant
- Client objections and your documented response
Identify the exact approval evidence.
Record who approved the workers, rates and hours. If approval occurred through a portal or vendor-management system, preserve the relevant record and any rejection or exception notice.
Separate relationship concerns from the supported balance.
If the client is still active, tell the agency what relationship constraints matter. Decide who may approve a payment plan or settlement and how current work will be handled separately.
Before placement
Reconcile every invoice to the applicable rate and approved time. Flag disputed workers, hours, rates or fees instead of transferring an unexplained total.