Quotes ready in a few clicks
Your templates, your product catalogue, the terms already agreed on the opportunity. The quote does not get retyped.
- Custom quote templates
- Catalogue of products and services
- Electronic signature
Invoice your placements inside your ATS
Quotes, invoices, payment schedules and collections
follow the assignment, with no re-entry.
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Free 14-day trial, no credit card
What the sales side covers
Quotes
Product catalogue
Invoices
Payment schedules
Payment allocation
Bank statements
Electronic signature
all attached to the assignment
Assignment wonTerms agreed with the client
QuoteCustom template, product catalogue
InvoiceIn one go or in instalments, attached to the assignment
Payment schedulePayments expected, follow-ups
Collection and marginBank statements, allocation, margin report
The principle
Invoicing extends the placement, it does not start it over
In many agencies the placement ends in the ATS and the invoice starts from scratch in another tool: the client, the terms and the amount are re-entered, then what has been collected and what is still owed get pieced back together by hand.
In Nicoka CABS, the quote, the invoice and the payment schedule are attached to the assignment and to the client account. What was sold and what is invoiced are talking about the same thing, with no reconciliation.
- One single chain : assignment, quote, invoice, due date, collection, margin.
- All your sales models : success fees, invoicing in instalments, recurring services.
- What is still owed, in plain sight : payment schedules, payment allocation, bank statement import.
How it works
From quote to collection, without switching tools
Four stages, all attached to the assignment and the client account.
1
Price it
A quote on your own templates, lines drawn from your product catalogue, terms carried over from the opportunity.
2
Get it signed
Electronic signature of the quote or the contract from the record, with tracking of requests in progress.
3
Invoice
In one go or in instalments, with the payment schedule expected. Your invoice emails go out with the copies that matter.
4
Collect and report
Bank statement import, payment allocation, revenue and margin tracking per project.
Stage 02
Get documents signed without leaving the record
Quote, collaboration agreement, offer letter: the signature request goes out from Nicoka CABS and its state stays visible in the signature list, with the author and the date.
- Electronic signature of documents, from the record concerned.
- Request tracking : in progress, signed, with the creator and the timestamp.
- Documents filed : the signed version joins the assignment and the client account.
- Signature partners built in, including Yousign and DocuSign.
Signature request tracking. Fictional data.
Stage 03
Invoice the way you sell, not the way software dictates
Success fees, deposit then balance, a recurring service on a day rate: every agency has its own terms. The invoice picks up the terms of the assignment, in one go or in instalments, with the payment schedule expected.
- Custom quotes and templates : your layout, your legal wording, your product catalogue.
- Invoicing in one go or in instalments : deposit, balance, milestones, with no re-entry.
- Payment schedule : what is expected, on what date, and what is still owed.
- Sending with copies : your accounts team copied on every invoice, visibly or blind.
Invoice F2609-0042
| Line | Amount |
|---|---|
| Recruitment fee, 18% of gross annual salary | 10 800 € |
| Deposit on signature, already invoiced | - 3 600 € |
| Publishing costs, paid channels | 450 € |
Total excl. tax7 650 €
Payment schedule
3 600 € on signature Paid
7 650 € at 30 days Expected on 30/09
Example invoice. Fictional data.
What built-in invoicing gives you
Less re-entry, fewer oversights, fewer late payments
Six situations that change when the invoice knows the assignment.
An invoice that follows the assignment
The invoiced placement stays attached to the client account, to the assignment and to the consultant who ran it.
- Invoicing in one go or in instalments
- Attached to assignment and account
- Automatic copies to the accounts team
Due dates under control
You know what is expected, on what date, and what has been settled. Tracking no longer depends on a shared spreadsheet.
- Payment schedules
- Payment allocation
- Bank statement import
Margin, project by project
Revenue, costs and margin for a project read in one place, with the day rate and the move from order to actuals.
- Margin report per project
- Revenue tracking
- Comparison with the previous period
Purchases too
Supplier invoices line by line, attached to the right project, with certificates up to date and expiry alerts.
- Purchase invoice by line and by project
- URSSAF certificate and alerts
- Approval chain by role
One tool fewer to pay for
Invoicing is part of Nicoka CABS, alongside the ATS, the CRM and AI. No extra licence, no connector to maintain.
- Included in the subscription
- No sync to keep an eye on
- Data hosted in France
One suite, not a stack
Recruitment, client relationships and invoicing on the same subscription
130 €
per month per user
Invoicing is included in Nicoka CABS, alongside the ATS, the CRM, sales and AI. No extra module to buy.
+200
clients
Agencies, IT services firms and staffing firms invoice their placements and their services in Nicoka CABS.
30
countries
Multi-entity and multi-country organisations run their invoicing from the same tool.
Frequently asked questions
What we get asked about invoicing in Nicoka CABS
Is invoicing a paid add-on module?
No. Quotes, invoices, payment schedules and electronic signature are part of Nicoka CABS, which brings together the ATS, the CRM, sales and AI, at 130 euros per month per user.
Can a placement be invoiced in instalments?
Yes. An assignment can be invoiced in one go or in instalments, for example a deposit on signature then the balance when the candidate starts. The payment schedule follows that split and shows what is still owed.
How are collections tracked?
Through the payment schedule, payment allocation and the import of your bank statements. You match payments to the invoices concerned without going back to a spreadsheet.
Do our quotes and invoices keep our layout?
Yes. Quote and invoice templates are customisable, and your product catalogue feeds the lines. Your sending emails can copy your accounts team, visibly or blind.
Can we track the margin on a project?
Yes. The margin report per project brings together revenue, costs and margin, with the average day rate and the move from order to actuals. Particularly useful for assignments on a day rate.
What about supplier invoices?
Purchases are entered line by line, attached to the project and activity concerned, with an approval chain by role, and tracking of URSSAF certificates with expiry alerts.
Invoicing for a recruitment agency: why it belongs to the ATS
A recruitment agency sells a service whose outcome, the placement, lives in its ATS. The invoice, on the other hand, most often comes out of a generic invoicing tool, filled in by hand. Between the two, a spreadsheet does the joining up: the fees agreed, the deposits already issued, the instalments still to come, the chasing to be done.
What an invoice separated from the placement costs
Double entry is the visible part. The real cost lies elsewhere: nobody can say, without piecing it together, what a client earned you this year, which assignments are invoiced and which are still waiting, or which consultant actually generates revenue. Gaps between what was sold and what was invoiced surface late, often at the chasing stage.
When invoicing belongs to the recruitment tool, the question no longer arises: the quote picks up the terms of theopportunity, the invoice picks up those of the assignment, and the collection attaches to the client account.
Invoice the way recruitment actually works
An agency's sales models look nothing like a software vendor's or a retailer's. Success fees calculated on gross annual salary, a deposit on signature then the balance when the candidate starts, a fixed price for an executive search assignment, monthly invoicing of a consultant on a day rate: invoicing in Nicoka CABS handles those cases, in one go or in instalments, with the matching payment schedule.
Quotes rest on your templates and on a product catalogue, so that two consultants price the same service the same way. Electronic signature removes the paper back-and-forth, on the quote as much as on the contract.
Track collections without a parallel spreadsheet
An invoice issued is not a payment received. Payment cycles describe what is expected and when, payment allocation matches payments to the invoices concerned, and importing bank statements removes line-by-line entry. What is left to recover reads in the tool, not in a shared file whose latest version nobody can identify.
Measure profitability, not just volume
Revenue does not tell you everything. On day-rate assignments, or ones carrying publishing costs, the margin is decided in the details. The margin report per project brings together revenue, costs and margin, with the average day rate and the move from order to actuals. On the purchasing side, supplier invoices are entered line by line with attachment to the project, an approval chain by role and tracking of URSSAF certificates.
The reports and dashboards then give the reading by client, by consultant and by period, with a comparison against the previous year.
What to take away
- The quote, the invoice and the payment schedule have to know the assignment: otherwise somebody re-enters, and something gets lost.
- An agency invoices on success, in instalments or on a day rate: the tool has to handle all three.
- Tracking collections matters as much as issuing invoices.
- Margin per project, not just revenue, tells you whether an assignment was worth it.
- Invoicing from the ATS removes a licence, a connector and a reconciliation.
Go further: CRM for agencies, application tracking, pricing.