# Client intake compensation notes: capture the approved budget

Record the client's compensation budget with currency, pay period, components, approval status, and any unresolved conditions.

Canonical source: https://recruitrecap.com/blog/recruiting-intake-compensation-budget
Author: Recruit Recap editorial team
Published: 2026-10-06T13:45:00+11:00

Record the client's compensation budget with currency, pay period, components, approval status, and any unresolved conditions. Keep the role's budget separate from a candidate's expectations so the recruiting team can identify gaps honestly.

## Record the budget as a structured decision

| Field | Fictional client intake |
| --- | --- |
| Base range | USD $110,000–$125,000 per year |
| Variable component | Client to supply the plan |
| Approval status | Hiring manager reports base range approved |
| Flexibility | No exception above the range confirmed |
| Owner | Account manager to obtain final written brief |

The figures illustrate documentation only. They are not market salary data or advice about what an employer should pay.

## Separate approved terms from possibilities

“We might stretch for the right person” is not a new maximum. Ask who could approve an exception and what the team may say to candidates now. Keep possible flexibility in an open-question section until the client makes a decision.

Similarly, do not include an unconfirmed bonus amount in a total compensation figure. Ask how the client wants the package described and which materials recruiters may share. Preserve uncertainty when the package is still being finalized.

## Compare like with like

When a candidate states an expectation, compare its components and period with the approved budget. Annual base and estimated total compensation are not equivalent. Hourly and annual figures require assumptions that should never be hidden in the brief.

If expectations differ, record both without modifying either. The next step may be a client discussion or a candidate clarification. It is not a note-taking tool's job to decide the candidate's willingness to accept a lower figure.

## Keep the current version visible

If the budget changes during the search, update the brief, record the effective date, and identify candidate conversations affected by the change. A recruiter using an old range can create avoidable confusion even if the newest ATS note is correct.

Use [candidate compensation notes](/blog/candidate-compensation-expectations-notes) for the other side of the conversation and [brief change control](/blog/recruiting-search-brief-change-log) for updates. Recruit Recap supports custom intake write-ups for recruiter review; approval status and numerical details still need a human check. This article is a documentation worksheet and does not address salary-history collection or compensation-law compliance.