Marketing agencies juggle retainers, projects, and billable hours. Everhour connects that work to clearer billing records.
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A marketing agency invoice has to show the client exactly what the agency is billing for: strategy, creative, media, customer experience, technology/data, project management, or another service category from the engagement. The invoice also has to connect the charge to the right client, campaign, project, purchase order, statement of work, or service period.
Most agency billing starts from a contract, AOR arrangement, retainer, project estimate, or milestone schedule. Payment terms, deposits, late fees, reimbursable costs, and approval steps are engagement terms, not profession-wide statutory amounts. A good invoice keeps those terms visible so the client can approve the charge without asking for a separate explanation.
Marketing agencies commonly bill through project-based work or AOR/retainer-based arrangements. A project invoice usually centers on a defined deliverable, such as a brand strategy phase, landing page build, paid media launch, or campaign creative package. A retainer invoice usually centers on the service period, covered scope, and recurring fee.
Some compensation models need more backup than a flat fee. Cost-plus, hourly-rate, and media-commission arrangements commonly require reconciliation detail, such as time records, cost detail, or media-spend support. For example, a paid media invoice can separate campaign management fees, pass-through ad spend, and reimbursable production costs instead of burying everything in one line.
A complete agency invoice should include the agency and client names, invoice number, invoice date, due date, service period, project or campaign reference, payment terms, line-item descriptions, quantity or hours where relevant, rates or fees, taxes where applicable, discounts, reimbursable expenses, and the amount due. The line items should mirror the language the client approved in the SOW.
United States private-sector invoices do not follow one prescribed federal invoice format or a national VAT/GST invoice regime. Sales and use tax obligations are imposed by state and local jurisdictions, and service taxability varies by state and service type. Agency invoices should show sales tax only when the seller's registration, nexus, service type, and place of sale make collection applicable.
A free invoice app is enough for a single campaign invoice, a one-time project closeout, or a retainer bill that does not need time reconciliation. It gives you a clean document with the client, service period, line items, terms, and total in one place. That works when the invoice stands on its own.
A managed workflow becomes better when billable hours, non-billable work, media costs, approvals, and profitability need to stay connected after the invoice is sent. Everhour Reporting gives agencies customizable reports with 45+ columns, grouping, filters, exports, and profitability views, so billing managers can reconcile client invoices against project time, cost, revenue, and invoice status.
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 marketing agency invoice should include agency and client details, invoice number, invoice date, due date, service period, project or campaign reference, line-item descriptions, rates or fees, reimbursable expenses, applicable sales tax, discounts, payment terms, and total amount due. Line items should match the contract, SOW, retainer, or approved estimate.
Retainer invoices usually emphasize the billing period, covered scope, recurring fee, and any out-of-scope work. Project invoices usually emphasize milestones, deliverables, approved estimates, and completion stages. Mixing both on one invoice is workable when the client agreement supports it, but separate sections reduce approval questions.
The United States does not use a national VAT or GST invoice regime. Sales and use tax depends on state and local rules, nexus, service taxability, and the place of sale. Some services are taxable in some states and not taxable in others, so the invoice should reflect the seller's actual sales-tax obligation.
Media spend should appear separately when the client agreement treats it as a pass-through cost, reimbursable cost, or commission-based item. A clear invoice can show the platform or campaign, spend period, management fee, commission or markup if contracted, and supporting documentation reference. That structure keeps media reconciliation separate from labor billing.
The most common approval problem is a mismatch between the invoice and the signed scope. Vague lines such as "marketing services" force the client to ask for backup. Use the same campaign names, service categories, milestones, retainers, and reimbursable cost rules that appear in the SOW or contract.
Everhour Reporting lets agencies build reports with columns for project, client, member, task, billable time, labor cost, revenue, profit, invoice status, and budget metrics. Teams can group, filter, export, or schedule those reports before billing so invoice totals align with the underlying project records.
Everhour Billing & Invoicing converts uninvoiced billable time and expenses into client invoices. Invoice lines can be grouped by project, task, person, date, or another available breakdown, and exported as drafts to QuickBooks Online, Xero, or FreshBooks.
Track campaign time, costs, and invoice status in Everhour, then use Reporting to review billable work, margins, and client-ready billing detail before invoices go out.
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