Social media invoices often mix retainers, posts, reporting, and ad spend. Everhour keeps billable work organized.
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Social media managers commonly invoice monthly retainers, one-off campaigns, setup projects, or hourly support. The invoice should show the client, invoice date, invoice number, payment term, service period, line items, amounts, and payment instructions. In the United States, private-sector invoices are supporting business records, and ordinary businesses do not follow one prescribed federal invoice form.
The practical goal is a document that matches the agreement. A monthly management invoice can show content creation, scheduling, community engagement, and analytics reporting. A campaign invoice can show a deposit, milestone amount, platform setup, creative production, and approved expenses. Payment timing belongs in the contract or invoice terms, with common options such as due on receipt, 7 days, 15 days, 30 days, or a custom term.
Start with the billing model. Freelance social media work commonly uses a flat monthly fee, hourly rate, daily rate, per-item rate, or project fee. A basic package commonly includes 12 to 60 posts per month, scheduling across two to four platforms, and high-level reporting. Small-business freelance packages are commonly priced around $500 to $3,000 per month, depending on scope.
Use line items that a client can tie back to the work approved. Example lines include "Monthly Instagram and LinkedIn content package," "Community engagement, 10 hours," "Monthly analytics report," and "Campaign launch setup." Fixed retainers should still name the included work. Hourly lines should show the rate, hours, and service dates so the total is easy to audit.
Paid advertising budget is commonly separate from the management service fee because the money pays platforms such as Facebook, Instagram, TikTok, LinkedIn, or X. Put platform spend, boosted posts, creative purchases, software, and other reimbursable costs on separate itemized lines. Expenses should be pre-approved in writing before they appear on the invoice.
Sales tax treatment depends on state and local rules, nexus, service taxability, and the place of sale. The United States does not use a national VAT or GST invoice regime, and there is no single national sales tax rate. Service taxability is state-specific, so the tax line on a social media invoice should follow the seller's registration duties and the buyer's location rules.
A free invoice app is enough for a single retainer invoice, a one-time campaign deposit, or a simple expense reimbursement. It works when the scope is clear, the client list is small, and you can manually confirm the service period, tax treatment, payment term, and reimbursable costs before sending.
A managed workflow becomes cleaner when tracked billable time per client or project feeds the invoice. Everhour supports billable and non-billable time through project billing status, task-level non-billable controls, custom task rates, member-rate exceptions, and reports for billable time, non-billable time, billable amount, and cost. That matters when retainers, hourly extras, internal review, and client-facing work share the same calendar.
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 social media manager's invoice should include client details, invoice number, invoice date, service period, payment terms, line items, rates or fees, approved expenses, tax line where applicable, total due, and payment instructions. The line items should match the agreement, such as content creation, scheduling, community engagement, reporting, campaign setup, or ad management.
Ad spend can appear on the same invoice, but it should stay separate from the service fee. Use a distinct line for paid advertising budget or platform spend, and attach itemized backup when the client reimburses the cost. This prevents the client from confusing pass-through platform costs with your labor, retainer, or campaign management fee.
Social media managers can use deposits or milestone payments when the contract supports them. This structure fits campaign launches, account setup, audits, and content production projects with clear phases. The invoice should state the milestone, due date, amount, and remaining balance so the client sees exactly what the payment covers.
A United States invoice does not need a VAT or GST number because the United States does not use a national VAT or GST invoice regime. Sellers that make taxable sales may need state-level sales-tax registration, such as a seller permit or sales-tax account, depending on the state, nexus, and taxability rules.
Mixing monthly service fees, hourly extras, and paid ad spend into one vague line creates avoidable disputes. Split the invoice by work type, show the service period, and label reimbursable expenses separately. A client should see whether the charge covers recurring management, extra billable time, creative production, reporting, or platform budget.
Everhour lets admins set project billing status, mark specific tasks as non-billable, set custom task rates, and use member-rate exceptions. Reports can show billable time, non-billable time, billable amount, and cost, which helps separate client-facing campaign work from internal planning or review.
Everhour Billing & Invoicing converts uninvoiced billable time and expenses into client invoices. Invoice data can be grouped by project, task, person, date, or another available breakdown, so a social media manager can present retainers, hourly extras, and expenses in the structure the client expects.
Track client work, mark non-billable tasks, and invoice from approved records instead of rebuilding totals by hand. Everhour keeps social media billing tied to billable time, costs, and client-ready reports.
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