Everhour turns agency time and expenses into client-ready invoices, while ad billing still depends on contract terms and campaign detail.
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An ad agency invoice should match the pricing model in the client contract. Agencies commonly bill by hourly rates, monthly retainers, fixed project fees, subscription or value-based fees, or performance metrics. Each model needs different invoice detail. A retainer invoice can show the agreed monthly fee and included scope, while an hourly invoice needs billable time, roles, rates, and the period covered.
Campaign work also needs clean separation between agency services and reimbursable costs. Strategy, creative direction, media planning, research, production management, and reporting can sit under service lines. Media spend, production vendors, stock assets, travel, or other reimbursable expenses should appear separately when the agreement treats them differently. That split protects margin review and helps the client route approvals to the right budget owner.
A complete agency invoice usually includes the agency name and address, client billing contact, invoice number, invoice date, due date, payment terms, service period, project or campaign name, line items, taxes where applicable, subtotal, total due, and payment instructions. United States private-sector businesses do not have one prescribed federal invoice form, so invoice content is mainly a recordkeeping and contract matter outside special cases such as federal procurement.
Line items should make approval easy. A monthly paid media retainer can read, "Paid search management, March 2026, $4,500 retainer." A billable-hour line can show "Creative concept development, 18.5 hours at $150, $2,775." A production cost line can show the vendor cost separately from agency fees. Sales tax treatment depends on state and local rules, nexus, service taxability, and the place of sale, not one national VAT or GST invoice regime.
Agency invoices often fail when the client cannot connect the charge to a campaign, asset, channel, or milestone. Add the campaign name, purchase order, job code, insertion order, or statement-of-work reference when the client uses one. For broadcast and video work, an AD-ID can also help connect the invoice to the exact advertising asset. Standard-definition ads use 11-character AD-ID codes, while high-definition or 3D ads use 12-character codes.
Performance-based invoices need extra discipline. The invoice should name the agreed KPI, measurement period, and contract basis for the fee, such as qualified leads, revenue share, or another defined result. Retainer invoices should show whether the fee covers a fixed deliverable set or a capped monthly hour allowance. Project invoices should map charges to milestones, phases, or accepted deliverables so the client can approve the amount without reconstructing the scope.
A free invoice works for a one-off campaign, a small retainer, or a single project invoice where you already know the amount. It is enough when one person can enter the client, service line, cost, tax treatment, and terms without checking timesheets or team notes. It also works for quick exports when the client only needs a PDF or simple payment record.
A managed workflow becomes necessary when several people bill time to the same client, media costs change during the month, or invoices must exclude non-billable work. Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates amounts from rates, excludes non-billable tasks, supports client defaults and invoice customization, and exports invoices to QuickBooks Online, Xero, or FreshBooks with status synced back.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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An ad agency invoice should include agency and client details, invoice number, invoice date, payment due date, payment terms, campaign or project name, service period, line items, reimbursable expenses, applicable tax, total due, and payment instructions. Add purchase orders, job codes, insertion orders, or AD-ID codes when the client uses them for approval.
Yes. Separate service fees from media costs, production costs, and reimbursable expenses when the client agreement treats them differently. That separation makes the invoice easier to approve, keeps margin analysis cleaner, and prevents pass-through costs from looking like agency compensation. It also helps finance teams map charges to the right budget lines.
Yes. The invoice can show a monthly retainer for the agreed scope and separate hourly lines for work outside that scope. Label the extra work clearly, show the hours and rate, and reference the approval or change request when available. This prevents overage disputes when the client expected the retainer to cover all activity.
Sales tax depends on state and local rules, nexus, service type, and the place of sale. The United States does not have a national VAT or GST invoice regime, and there is no single national sales tax rate. Some states tax only certain services or labor charges, while others define broad categories of taxable services.
Net 30 is common and means full payment is due within 30 days. Some agreements use upfront retainer payment, milestone due dates, or early-payment terms such as 1%/10 net 30, which gives a 1% discount if the client pays within 10 days. Use the terms from the signed agreement.
Everhour Billing & Invoicing lets agencies select uninvoiced billable time and expenses, preview the breakdown, and generate invoices from rates while excluding non-billable tasks. Client defaults can hold contact details, tax rate, discount, and payment terms, and invoices can export to QuickBooks Online, Xero, or FreshBooks with status synced back.
Track approved billable work by client and campaign, then generate invoices from the same records. Everhour keeps agency billing tied to rates, expenses, and invoice status.
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