Replacement Window and Backouts for Recruiters
A placement carries an obligation for some days after joining. This module counts those days and records what the agency owes when a candidate leaves early.
What is tracked after joining
Who watches it
Owners read live placements by days left, so an exit in the last week of a window is no surprise. Accounts wants the same list before treating a fee as earned, because a placement that walks out inside the window changes what the agency can keep. The recruiter who closed the seat is shown against each case, since that person knows both candidate and client. Team leads see which clients lose people early.
Reworking a seat
An exit inside the window reopens the mandate seat and pulls up the shortlist built the first time. Candidates interviewed earlier are often still free, and their old feedback already sits on the record. The old notes help. The replacement runs as its own submission chain, linked back so the agency can read the full cost of that single seat.
Limits and agency choices
Your accountant decides whether a credit note or a write-off is the right treatment. The agency settles the rest of the policy.
- How many days the window runs for each client
- Whether a replacement or a credit is offered first
- Who approves a write-off on a placement fee
- What counts as an exit inside the window
Frequently asked questions
When does the replacement window start?
On the day the candidate reported at the client, which is the joining date confirmed on the offer record.
Does a free replacement raise a second invoice?
No. It links to the original placement and carries no fresh fee, unless the client has agreed otherwise in writing.
Can different clients have different windows?
Yes. The number of days sits on each client record, and every placement for that client inherits it.
Is a credit note produced here?
The amount and the reason are recorded. Issuing the note, and how it posts in your books, stays with your accountant.
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