Everhour turns agency time and project data into clearer billing workflows for retainers, milestones, and client reporting.
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A digital agency invoice turns the agreement with a client into a payable record. The invoice should show the client, agency, invoice number, issue date, payment due date, services provided, units or hours, rates, taxes or other charges where applicable, and total amount owed. For U.S. private-sector work, no single federal invoice format applies to ordinary business invoices, so the contract and recordkeeping needs drive the format.
Agency invoices commonly cover monthly retainers, fixed projects, hourly work, milestone payments, PPC management, or mixed billing. A web campaign invoice can include strategy hours, design deliverables, landing page development, monthly management, and pass-through ad spend as separate lines. Clear separation matters because the client needs to see which charges pay for agency service and which charges reimburse campaign or third-party costs.
Retainer invoices usually bill a recurring fixed fee for a set amount of time or a defined set of deliverables within the billing period. The invoice should state the covered period, included services, and any terms for unused hours if the agreement says they expire or roll over. A monthly search marketing retainer can list technical audits, content planning, reporting, and account management under one client-approved fee.
Project invoices need a different structure. A fixed-fee website build often starts with a deposit, commonly 50% upfront and 50% on completion, or with milestone billing tied to strategy approval, design delivery, and launch. Hourly agency invoices can use one blended rate for all contributors or specialist rates by role, such as strategist, designer, developer, or media buyer. The invoice should follow the pricing model the proposal already approved.
PPC management creates a common invoice mistake: mixing ad spend and agency fees so the client cannot see what paid the platform and what paid the agency. Agencies often charge a flat monthly retainer or a management fee based on 10%-30% of monthly ad spend. The invoice should keep campaign budgets, pass-through ad spend, and management fees on distinct lines.
Performance-based pricing needs even tighter wording. The invoice or agreement should define the conversion metric, value assigned to each conversion, tracking source, shared reporting method, and payout timeline. U.S. sales and use tax treatment also requires care because the United States has no national VAT or GST invoice regime. State and local rules decide whether a service is taxable, whether nexus exists, and which rate applies.
A one-off invoice app is enough when you need to send a single project invoice, bill a small fixed fee, or turn an approved retainer amount into a clean document. It works well when the client already agreed to the scope, the tax treatment is clear, and you do not need to reconcile hours, budgets, margins, and uninvoiced work across several accounts.
A managed workflow becomes necessary when billable time, pass-through expenses, retainers, and project profitability need a durable record. Everhour supports that workflow by connecting tracked time to reports, budgets, invoices, and client billing data. For a digital agency, that means client reports can show billable time, non-billable time, costs, revenue, invoice status, and project margin before the next invoice goes out.
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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A digital agency invoice should include a unique invoice number, agency and client contact details, invoice and due dates, line items, units or hours, rates, applicable taxes or charges, payment terms, and total amount owed. Add the client project, campaign, matter, PO number, or statement-of-work reference when the client uses those details for approval.
The invoice should match the engagement agreement. Retainers usually bill a recurring fixed fee for a billing period, milestones bill when a project phase is accepted, and hourly invoices bill approved time by blended or role-specific rates. Mixed models are common, but each pricing method needs its own clear line or section.
PPC ad spend should appear separately from the agency management fee. The invoice can list platform spend as a pass-through cost and management as a flat fee or a percentage-based fee, if the agreement uses that model. Separate lines help the client audit campaign budget, agency compensation, and reimbursement amounts without confusion.
A U.S. digital agency invoice does not use a national VAT or GST regime because the United States does not have one. Sales and use tax obligations depend on state and local rules, nexus, the service type, and where the sale is sourced. A taxable service may require state-level sales-tax registration and collection.
Agency invoices often use due-on-receipt, net-15, net-30, deposit, or milestone terms. A term such as 1%/10 net 30 means the client can take a 1% discount if payment is made within 10 days, otherwise the full amount is due within 30 days. Late fees belong only when the contract or invoice terms authorize them.
Everhour Reporting lets agencies build custom reports with 45+ columns, filters, grouping, date ranges, and exports. A team can review billable time, non-billable time, costs, revenue, invoice status, and project profitability before finance prepares client invoices.
Everhour Billing & Invoicing turns uninvoiced billable time and expenses into client invoices. The invoice amount can use project or member rates, exclude non-billable work, group line items by project, task, person, or date, and export drafts to QuickBooks Online, Xero, or FreshBooks.
Track approved client work, review agency reporting, and convert billable time into invoices. Everhour gives digital agencies cleaner billing records and stronger project profitability visibility.
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