#1 Product of the Year
A single platform for recruiting firms to track commissions, send invoices, and collect payments.
Trade fragile spreadsheets, manual invoicing, and delayed collections for a single platform that tracks commission, sends invoices, and collects payments.
To-the-dollar commission accuracy across tiers and complex splits
Invoice visibility showing what's owed, what's paid, and AR aging at a glance
Built for Recruiting Firms
Commission tracking and client invoicing on autopilot.
Recruiting firms use Collected to replace brittle commission spreadsheets, manual invoicing,
and payment collections so nothing slips through the cracks.
Set up in under 2 minutes, no demo required.
and payment collections so nothing slips through the cracks.
Set up in under 2 minutes, no demo required.
Your most critical back-office work
is living in spreadsheets.
PROBLEM 1:
When commission math lives in a spreadsheet you end up spending Fridays explaining yourself to the team instead of closing deals.
PROBLEM 2:
Splits, retained installments, contingency caps. Billing software can't handle them, so the spreadsheets stay open.
PROBLEM 3:
Knowing which clients and recruiters actually drive your profit requires a model most owners never build. So most just... guess.
One financial system.
From placement to payout.
Track & Pay Commissions
Everyone on your team gets paid accurately -- every time, automatically. Collected integrates with your payroll provider to tee up hassle free commission payments.
Keep Recruiters in the Know
Recruiters see exactly what they're getting paid, and when. No more "did I get paid?" emails at 9 PM on Sunday.
Automate Invoicing
Professional invoices are generated and sent automatically on the candidate's start date. No manual entry in Quickbooks, no formatting, no follow-up. The system manages your Accounts Receivable, and our AI sends automated followups.
Collect Payments
Placement fees can be paid directly through the platform via Stripe. With options for ACH and Credit Card payments, it's a more seamless experience for everyone.
One System.
From Proposal to Payment.
From Proposal to Payment.
Track commissions, generate contracts, collect signatures, send invoices, and process payments.
Most firms juggle their ATS for candidates, spreadsheets for commissions, email for proposals, QuickBooks for invoicing, and bank statements to know what's paid. Collected connects your entire revenue workflow so placements, invoices, and commissions always match.
Hear from recruiting firms who have automated their back-office with Collected.
Back-office issues were making us crack as a company. We needed a reliable system before we blew up in errors and cash flow surprises. Our recruiters can see their earnings without constantly asking me.
Daniel Groves
CEO, Epic Talent
20-Person Search Firm
20-Person Search Firm
What I love about Collected is it gives me a place where I can understand my business and make good decisions at a glance. The invoicing automation alone saves me hours of my time every week.
Jason Ayachi
CEO, Proper Search
7-Person Search Firm
7-Person Search Firm
Having this level of clarity on the business is the difference between scaling on purpose and accidentally betting the company. It also just saves me a ton of admin headache.
Greg Fischer
Founder, Well Oiled Machine
2-Person Search Firm
2-Person Search Firm
Frequently answer questions
What is CollectedHQ?
CollectedHQ is a finance operations platform built specifically for executive search and recruiting firms. It replaces the spreadsheets and manual back-office work that recruiting firm owners rely on by automating four core workflows: calculating recruiter commissions, managing recruiter payouts, invoicing clients, and collecting payments.
Unlike general accounting software, CollectedHQ understands the financial structures unique to recruiting — tiered commissions, split commissions across multiple recruiters, clawback and guarantee tracking, draw and advance management, and retained search retainer schedules. Plans start at $29 per user per month.
Unlike general accounting software, CollectedHQ understands the financial structures unique to recruiting — tiered commissions, split commissions across multiple recruiters, clawback and guarantee tracking, draw and advance management, and retained search retainer schedules. Plans start at $29 per user per month.
What is the best commission tracking software for recruiting firms?
CollectedHQ is the only software purpose-built for recruiter commission tracking at executive search and direct hire firms. General tools — QuickBooks, spreadsheets, generic CRMs — don't handle the specifics of recruiting commission structures: tiers that reset by period, splits across multiple recruiters on one deal, guarantee and clawback windows, or draw and advance management.
CollectedHQ handles all of it automatically. When a deal closes, it calculates each recruiter's commission based on their individual tier, payout rate, and any splits — to the dollar, without manual formulas. Plans start at $29 per user per month.
CollectedHQ handles all of it automatically. When a deal closes, it calculates each recruiter's commission based on their individual tier, payout rate, and any splits — to the dollar, without manual formulas. Plans start at $29 per user per month.
How do I calculate tiered recruiter commissions?
A tiered recruiter commission plan pays an increasing percentage as a recruiter crosses revenue thresholds in a given period. Here's how the math works:
**Example tier structure:**
- 30% commission on first $200,000 billed
- 35% on $200,001 – $400,000
- 40% on everything above $400,000
The key: commissions are calculated on the **portion** of each deal that falls within each bracket — not on the total deal amount. If a recruiter has billed $180,000 and closes a $50,000 deal, $20,000 of that deal falls in the 30% tier and $30,000 falls in the 35% tier. Their commission on that deal is ($20,000 × 30%) + ($30,000 × 35%) = $6,000 + $10,500 = $16,500.
This requires tracking each recruiter's cumulative period billings, which is why spreadsheets fail — any edit to a past deal breaks every downstream calculation. CollectedHQ recalculates automatically every time a deal is added or changed.
**Example tier structure:**
- 30% commission on first $200,000 billed
- 35% on $200,001 – $400,000
- 40% on everything above $400,000
The key: commissions are calculated on the **portion** of each deal that falls within each bracket — not on the total deal amount. If a recruiter has billed $180,000 and closes a $50,000 deal, $20,000 of that deal falls in the 30% tier and $30,000 falls in the 35% tier. Their commission on that deal is ($20,000 × 30%) + ($30,000 × 35%) = $6,000 + $10,500 = $16,500.
This requires tracking each recruiter's cumulative period billings, which is why spreadsheets fail — any edit to a past deal breaks every downstream calculation. CollectedHQ recalculates automatically every time a deal is added or changed.
How is CollectedHQ different from QuickBooks for a recruiting firm?
QuickBooks is general accounting software — it's designed to track income and expenses, manage payroll broadly, and generate financial reports. It has no concept of recruiter commissions, tiered pay structures, placement guarantees, clawbacks, or split deals.
CollectedHQ is built for how recruiting firms actually make money:
- **QuickBooks** tracks that you received a $50,000 payment from a client. **CollectedHQ** knows that $50,000 was a 25% retained search fee on a $200,000 placement, that two recruiters split the deal 60/40, that both have different commission tiers, and that there's a 90-day replacement guarantee that expires on June 1st.
- **QuickBooks** can generate an invoice. **CollectedHQ** generates the invoice automatically from the placement record, with the correct fee structure, payment terms, and client details — and follows up automatically when it's overdue.
The two tools are complementary. CollectedHQ's Scale plan integrates directly with QuickBooks Online, pushing invoices over automatically so your bookkeeper works in QuickBooks and your recruiting team works in CollectedHQ.
CollectedHQ is built for how recruiting firms actually make money:
- **QuickBooks** tracks that you received a $50,000 payment from a client. **CollectedHQ** knows that $50,000 was a 25% retained search fee on a $200,000 placement, that two recruiters split the deal 60/40, that both have different commission tiers, and that there's a 90-day replacement guarantee that expires on June 1st.
- **QuickBooks** can generate an invoice. **CollectedHQ** generates the invoice automatically from the placement record, with the correct fee structure, payment terms, and client details — and follows up automatically when it's overdue.
The two tools are complementary. CollectedHQ's Scale plan integrates directly with QuickBooks Online, pushing invoices over automatically so your bookkeeper works in QuickBooks and your recruiting team works in CollectedHQ.
How do I handle split commissions between multiple recruiters?
A split commission occurs when two or more recruiters collaborate on the same placement — for example, one recruiter sourced the candidate and another managed the client relationship. The placement fee is divided between them according to a pre-agreed ratio (e.g., 60/40 or 50/50).
Here's how to calculate it correctly:
1. **Determine the split ratio** before the deal closes (e.g., 70% to Recruiter A, 30% to Recruiter B)
2. **Apply each recruiter's individual commission rate** to their portion of the fee — not the same rate to both, since each recruiter may be at a different tier
3. **Track each portion separately** against each recruiter's cumulative period billings for tier calculations
**Example:** A $40,000 placement fee split 60/40. Recruiter A (at 35% tier) earns: $40,000 × 60% × 35% = $8,400. Recruiter B (at 30% tier) earns: $40,000 × 40% × 30% = $4,800. Total commission paid: $13,200.
In CollectedHQ, you enter the split percentages per deal and the platform calculates each recruiter's payout automatically, accounting for their individual tier positions — no spreadsheet formulas needed.
Here's how to calculate it correctly:
1. **Determine the split ratio** before the deal closes (e.g., 70% to Recruiter A, 30% to Recruiter B)
2. **Apply each recruiter's individual commission rate** to their portion of the fee — not the same rate to both, since each recruiter may be at a different tier
3. **Track each portion separately** against each recruiter's cumulative period billings for tier calculations
**Example:** A $40,000 placement fee split 60/40. Recruiter A (at 35% tier) earns: $40,000 × 60% × 35% = $8,400. Recruiter B (at 30% tier) earns: $40,000 × 40% × 30% = $4,800. Total commission paid: $13,200.
In CollectedHQ, you enter the split percentages per deal and the platform calculates each recruiter's payout automatically, accounting for their individual tier positions — no spreadsheet formulas needed.
Can CollectedHQ replace my commission spreadsheets?
Yes — and most firms complete the migration in under 30 minutes with CollectedHQ's white-glove onboarding.
Here's what CollectedHQ handles that spreadsheets can't:
- **Tiered commissions that stay accurate:** Spreadsheets recalculate from scratch when you edit a deal. CollectedHQ recalculates automatically and correctly — every time.
- **Split deals without formulas:** Enter the split percentage per deal. CollectedHQ calculates each recruiter's payout based on their individual tier position.
- **Clawback and guarantee tracking:** CollectedHQ tracks every placement's guarantee expiration date and alerts you when it expires. Spreadsheets have no memory.
- **Recruiter payout transparency:** Every recruiter can see their own commission statements in real time — eliminating the Friday afternoon "what did I make this month?" conversations.
- **Commission payouts to Rippling or Gusto:** Approved commissions flow directly to payroll. No CSV exports, no manual data entry.
If you have a commission spreadsheet working today, CollectedHQ can replicate its exact logic — and handle the edge cases your spreadsheet has been silently getting wrong.
Here's what CollectedHQ handles that spreadsheets can't:
- **Tiered commissions that stay accurate:** Spreadsheets recalculate from scratch when you edit a deal. CollectedHQ recalculates automatically and correctly — every time.
- **Split deals without formulas:** Enter the split percentage per deal. CollectedHQ calculates each recruiter's payout based on their individual tier position.
- **Clawback and guarantee tracking:** CollectedHQ tracks every placement's guarantee expiration date and alerts you when it expires. Spreadsheets have no memory.
- **Recruiter payout transparency:** Every recruiter can see their own commission statements in real time — eliminating the Friday afternoon "what did I make this month?" conversations.
- **Commission payouts to Rippling or Gusto:** Approved commissions flow directly to payroll. No CSV exports, no manual data entry.
If you have a commission spreadsheet working today, CollectedHQ can replicate its exact logic — and handle the edge cases your spreadsheet has been silently getting wrong.
Do you offer a free trial?
Yes — sign up free, no credit card required. You get 5 free placements to try the full platform at your own pace. There's no time limit. Log your first placement in under 2 minutes, then upgrade whenever you're ready to unlock unlimited placements and invoicing.
What counts as a seat?
All team members (users and recruiters) in the system.
What about onboarding?
Most firms are tracking their first placement within 2 minutes using our self-serve setup. For teams of 5+, we also offer complimentary white-glove onboarding with historical data import, live in under 60 minutes.
Do you integrate with our existing accounting tools?
We currently integrate with QuickBooks and Xero. Looking for another integration? Feel free to reach out to our platforms team to request it: platform@collectedhq.com
Can you integrate with our payroll provider to streamline commission payments?
We currently integrate with Rippling and Gusto for seamless commissions payments.
Ready to Stop Losing Money on Manual Processes?
Never sweat invoicing or commissions again.
