Everhour connects agency time, reporting, and invoicing, while PR billing still depends on each client contract.
Fill in your details, add line items, hit Print when ready.
| Description | Qty | Rate | Tax | Amount |
|---|
The calculator gives you the number — Everhour takes it from there.
One click and you're timing. Start a timer, add an entry, edit the details. This is exactly how it feels in Everhour.
Set a budget, assign rates, and get alerted before you're over.
Measurement
Track your budget through time or costs
Every report you need — configured your way, always up to date.
Tracked hours flow straight into a polished invoice — no copy-paste, no manual math.
A PR agency invoice turns client-approved work into a clear billing document for a campaign, project, or retained contract. The invoice should identify the client, agency, invoice date, invoice number, payment terms, engagement reference, service period, and the specific work billed. For PR teams, that work commonly includes media relations, crisis communications, content creation, events, social media, reputation management, stakeholder engagement, research, planning, budgeting, and evaluation.
The strongest invoices reflect the commercial setup from the brief or proposal. A monthly retainer invoice may show the retainer fee, any approved extra services, and reimbursable costs. A campaign invoice may group work by launch phase, event, deliverable, or milestone. A project invoice may separate strategy, execution, reporting, and pass-through costs so the client can approve the charge without asking for a rewritten bill.
PR agency billing usually starts before the first invoice. A client brief or RFP often defines whether the work is a campaign, project, or retained contract, plus the expected budget, pitch timing, contract agreement, and start date. Your invoice should follow that structure instead of forcing every client into the same line-item pattern.
A retained account can use a recurring line such as "Monthly PR retainer, media relations and account management, June 2026." A campaign invoice can use milestone lines such as "Product launch media outreach, phase 2." Approved pass-through costs, such as venue, monitoring, travel, or production expenses, belong on separate lines when the contract treats them as additional costs.
The United States has no national VAT or GST invoice regime, and private-sector businesses do not follow one prescribed federal invoice format. Invoices act as supporting documents for business records, and sales and use tax treatment depends on state and local rules, nexus, product or service taxability, and where the sale occurs. A PR agency should avoid adding a generic national tax line.
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. Payment terms and late fees are also contract-defined for PR agency work. State the due date, accepted payment method, and any late charge exactly as the engagement agreement allows.
A free invoice app is enough when you need one clean invoice for a single PR project, a small retainer, or a client-approved expense reimbursement. It works when the billing inputs are already settled: service period, agreed fee, reimbursable costs, tax treatment, payment terms, and the client's approval contact.
A managed workflow matters when multiple account leads, campaigns, and clients feed the same billing cycle. Everhour Reporting gives PR agencies customizable reports with 45+ columns, grouping, filters, exports, and scheduled email delivery, so approved billable time, non-billable work, costs, client, project, member, and invoice status can support the invoice instead of living in scattered spreadsheets.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
High Performer
G2
Summer 2026
Best Ease Of Use
Capterra
Summer 2026
Rated in the top time trackers across G2, Capterra, and TrustRadius — with consistent praise for ease of use, integrations, and support.
A PR agency invoice should include agency and client details, invoice date, invoice number, service period, engagement reference, line items, reimbursable expenses, payment terms, due date, and remittance details. Line items should match the contract structure, such as monthly retainer, campaign milestone, project phase, media outreach, event support, reporting, or approved pass-through costs.
A retainer should appear as a clear recurring fee tied to the contract period, such as "Monthly PR retainer, June 2026." Extra work should use separate lines when the contract treats it as outside the retainer. Approved reimbursable costs should also stay separate, because clients often review agency fees and third-party costs under different approval rules.
PR agencies in the United States do not use a national VAT or GST invoice regime. Sales and use tax obligations are set by state and local jurisdictions. Service taxability varies by state and service type, so a PR agency should apply the tax treatment that fits the buyer location, the service sold, nexus rules, and any state-level registration requirement.
Mixed billing lines delay approval. A client should not have to separate the retainer, extra scope, pass-through expenses, and tax treatment by hand. Use distinct lines for agency fees, approved additional services, reimbursable costs, discounts, and taxes where applicable. Attach or reference the approved campaign, project, PO, or contract when the client's approval process requires it.
KPI reporting belongs on the invoice when the contract makes it a billed deliverable or a milestone condition. PRCA guidance frames PR KPIs around outputs, outcomes, and impact, with commercial and communications metrics agreed at the outset. The invoice can reference the report period or deliverable, while the detailed KPI report should remain a separate client document.
Everhour Reporting lets PR agencies build reports with 45+ columns, filters, grouping, date ranges, and exports. Account leads can group time and billing data by client, project, member, task, billable time, non-billable time, invoice status, labor cost, profit, and integration fields before finance prepares the invoice.
Everhour Billing & Invoicing can generate invoices from uninvoiced billable time and expenses. Invoice data can be grouped by project, task, person, date, or other available breakdowns, while non-billable tasks stay excluded from billable totals and invoiced time is marked to prevent accidental reuse.
Use Everhour Reporting to organize client, campaign, billable time, expenses, and invoice status before billing, so PR invoices are backed by clear agency records.
14-day free trial · No credit card · Cancel anytime
