Marketing teams bill retainers, projects, media costs, and hourly work. Everhour turns approved time into client-ready invoices.
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Marketing teams use this page to turn campaign work into an invoice that matches the client relationship. A monthly AOR retainer needs a different structure than a one-off landing page project, a paid media management fee, or a time-and-materials sprint. The invoice should show the billing period, client, project or campaign, invoice number, payment terms, and the line items tied to the approved scope.
The practical goal is a document that finance teams can route without questions. A client approving a March social campaign invoice should see the deliverable, the billing model, the fee basis, and any reimbursable costs or media charges. The invoice also needs enough supporting detail to match the contract, purchase order, statement of work, or estimate used to authorize the work.
Marketing-team invoices usually follow the compensation model. Project-based work commonly lists deliverables, phases, milestones, or fixed fees. AOR and retainer arrangements commonly show the monthly service period, retainer fee, included scope, and separate out-of-scope work. Hourly rate pricing remains a common agency compensation form, so role, hours, and rate detail often belong on invoices for time-based work.
Cost-plus, hourly rate, and media commission models need stronger backup because the invoice total depends on underlying time, cost, or media-spend detail. A clean line can read: "Paid search optimization, March 2026, 18 hours at $150 per hour." Media spend should appear separately from service fees when the client expects pass-through cost visibility or commission-based reconciliation.
A marketing invoice in the United States does not follow a single federal private-sector invoice form or a national VAT/GST invoice regime. Invoices serve as supporting documents for business records, and the required format usually comes from the contract, client process, accounting policy, or purchase order. Federal contract invoices are a separate case with defined FAR proper-invoice fields and payment timing rules.
Sales and use tax treatment depends on state and local rules, nexus, the service or product sold, and where the sale occurs. Service taxability varies by state and service type. California generally taxes retail sales of tangible personal property and only some service or labor charges, while Texas defines 16 broad categories of taxable services. Use a state seller permit or sales-tax account where required, not a United States VAT/GST number.
A free invoice tool is enough for a one-off client bill, a small campaign, or a simple fixed-fee project where the amounts are already approved. It works best when one person controls the scope, line items, tax treatment, and payment terms. It also suits quick retainers where the invoice only needs the period, agreed fee, due date, and client reference.
A managed workflow fits marketing teams that invoice from tracked billable time, split work by client or campaign, exclude non-billable tasks, and reconcile expenses. Everhour Billing & Invoicing converts uninvoiced time and expenses into invoices, calculates amounts from rates while excluding non-billable work, applies client defaults, 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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A retainer invoice should show the client, billing period, agreed retainer fee, covered services, payment terms, and any out-of-scope work as separate lines. The cleanest format keeps the recurring retainer distinct from extra campaign work, rush requests, production costs, or media-related charges, so the client can approve the base fee without confusing it with variable items.
The contract should drive the invoice structure. Fixed-scope campaigns fit project or milestone lines tied to deliverables. Time-and-materials work fits role, hours, and rates. Retainer clients often need the monthly service fee plus separate lines for approved work outside scope. Mixing models on one invoice is acceptable when each line clearly names the billing basis.
Media costs should appear separately from service fees when the client expects pass-through spend, media commission detail, or reconciliation against an approved budget. A clear invoice labels the platform or campaign, billing period, spend amount, and management fee or commission line. That separation helps the client compare the invoice against media plans, purchase orders, and campaign reporting.
A United States marketing-team invoice does not use a national VAT or GST invoice regime. Sales and use tax obligations come from state and local rules, and service taxability varies by state and service type. If taxable sales require registration, use the relevant state seller permit or sales-tax account rather than adding a United States VAT/GST registration number.
Scope references prevent disputes: campaign name, statement-of-work reference, billing period, deliverables, approved rates, hours, expenses, and payment terms. Marketing teams should separate retainer fees, project fees, billable hours, media costs, and pass-through expenses. Blending those charges into one vague "marketing services" line makes approval slower because finance teams cannot match it to the contract.
Everhour Billing & Invoicing lets marketing teams select uninvoiced time and expenses, preview the breakdown, and generate invoices from billable rates while excluding non-billable tasks. Client defaults can store contacts, taxes, discounts, and payment terms, and invoices can export to QuickBooks Online, Xero, or FreshBooks with status synced back to Everhour.
Everhour reports can show billable time, non-billable time, billable amount, cost, invoice status, project, client, member, task, and date range. Marketing leads can review campaign work before invoicing, export reports in CSV, Excel/XLSX, or PDF, and keep financial columns restricted by role.
Convert approved time and expenses into client invoices with Everhour Billing & Invoicing, including rates, non-billable exclusions, client defaults, accounting exports, and synced invoice status.
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