A recruiting placement guarantee should be tracked as a contract-specific condition, not used to silently remove or reduce an issued open placement-fee invoice. Keep invoice status, expected collection timing, and possible replacement or refund exposure as separate fields.
Public recruiting terms demonstrate why the agreement matters. Recruiting Rewards' terms state an invoice trigger and describe conditions for replacement or refund guarantees. A published ArcelorMittal recruiting agreement also connects invoicing to a successful hire and includes a replacement-and-refund process. These are examples of specific terms, not universal rules.
Start with the signed agreement
Preserve the customer, candidate or placement reference under the company's privacy controls, invoice number, issue date, due date, open amount, start date, guarantee type, guarantee window, notice requirements, and current status. Limit the forecast file to the minimum information needed; sensitive candidate details do not belong in a cash-action list.
Have the business owner interpret its contract. The forecasting workflow should record that interpretation and its evidence rather than inventing a standard guarantee period or refund percentage.
Use separate states
Classify the invoice as issued open, partially paid, paid, credited, disputed, or otherwise supported by the accounting source. Separately classify the guarantee as inactive, active with no known event, event reported, replacement in progress, refund under review, resolved, or unknown.
An active guarantee with no triggering event does not prove the invoice will not be paid. A reported event also does not by itself prove the final accounting or cash outcome. It creates a review item and may justify a conditional scenario until the authorized decision is documented.
The recruiting placement invoice guide defines the placement-to-invoice evidence chain. The promise-to-pay framework preserves dated collection commitments. The collection-assumptions template records evidence, owner, and review trigger without presenting timing as certainty.
Build a scenario without netting
Keep the source open amount intact. If a documented guarantee event creates uncertainty, show a base collection assumption and a separately labeled contingency scenario. Record the evidence date, decision owner, expected next event, review date, and any approved credit or refund transaction when it actually appears.
Decision rule
Forecast the open placement-fee invoice from current source and collection evidence. Track guarantee exposure beside it, not inside it. Change the receivable only when an authorized source event supports that change.
AR Pulse analyzes an authorized QuickBooks receivables export into a ranked cash-action list and four-week collections forecast. It does not provide contract or legal advice and does not contact customers. Recruiting finance owners can apply for an AR Pulse review when placement invoices and guarantee conditions need separate treatment.