Track Revenue for a Retained Job

Retained engagements pay out in installments — not all at once when a candidate is placed. Recruiterflow's tranche system lets you tie each payment to a specific trigger (when a job opens, when a candidate hits a certain stage, or a fixed date), then records revenue automatically when that trigger fires.

Set Up Tranches

Step 1: Open the Billing Tab and Select Retained

Go to the job, click the Billing tab, and select Retained from the Engagement Type dropdown. Then click +ADD TRANCHE.

Step 2: Choose a Tranche Type

Each tranche fires on a specific event. Choose from four types:

The job is opened — fires immediately when the job is opened. Limited to one per job.
Candidate Moves to Stage — fires when a candidate reaches a specific pipeline stage you select.
Day(s) After Candidate Moves to Hired — fires a set number of days after a candidate is marked Hired. Limited to one per job.
Day(s) After Candidate Start Date — fires a set number of days after the candidate's start date.

You can stack multiple tranches of any type except Job is Opened and Day(s) After Candidate Moves to Hired, which are limited to one each.

Step 3: Set Revenue Amount and Attribution

For each tranche, enter the revenue amount and assign it to one or more roles:

Job Recruiter (default)
Job Account Manager
Custom User

Split percentages however you like — just make sure the total across all users on a single tranche doesn't exceed 100%. Click Save, then add the next tranche with +Add Tranche.

How Revenue Gets Recorded

Recruiterflow monitors each tranche trigger automatically. When conditions are met — the job opens, a candidate hits the right stage, a date arrives — the associated revenue is logged without any manual action needed.

In the Billing tab, you'll see two figures:

Total Revenue — revenue already triggered and recorded
Total Forecasted Revenue — the combined total across all tranches if every trigger fires

Placing Candidates

When a candidate moves to the Hired stage, a placement record opens automatically. Add the candidate's salary, any bonus, job start date, and billing contacts from there. Saving the record updates your revenue totals.

Practical Example

You open a retained search on May 1st with three tranches: 30% on Job Opening, 30% when the finalist reaches the Final Interview stage, and 40% thirty days after their start date. The first tranche fires the moment you open the job. The second fires when your candidate hits Final Interview. The last records are automatically sent a month after their start date — no follow-up needed.

Things to Know

Job is open, and Day(s) After Candidate Moves to Hired tranches can only be added once per job.
Attribution percentages across all users on a single tranche must total 100% or less.
Revenue records appear in the job's Billing tab and are also reflected in revenue reports.