Digital marketers often bill retainers, projects, hours, and media costs. Everhour turns approved work into cleaner client invoices.
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A digital marketing invoice should give the client enough detail to match the charge to the agreed scope. Common lines include campaign strategy, organic search work, paid search management, content production, analytics reporting, or a monthly retainer. Agencies and independent marketers often bill one client or project at a time, with service lines tied to deliverables, dates, and the payment terms in the contract.
United States private-sector invoices do not follow one prescribed federal invoice form. For ordinary businesses, invoices serve as supporting documents that help show income, expenses, and transaction details. The practical goal is a clean record: who billed, who owes, what work was done, the invoice number, the date, the amount due, the due date, and the payment instructions.
Marketing work commonly uses project-based pricing, AOR or retainer arrangements, hourly rates, cost-plus billing, media commissions, or hybrid models. The invoice should mirror that commercial structure. A monthly retainer can appear as one line with a service period, while a project invoice can list phases such as landing page audit, campaign setup, and launch reporting.
Paid media needs special care because ad platform spend is different from service labor. A useful invoice separates campaign management fees from pass-through media costs. Performance units also need labels the client understands: cost per click is charged per ad click, cost per thousand impressions is charged per 1,000 impressions, and CPA equals marketing cost divided by required actions such as purchases, registrations, or signups.
Digital marketing invoices get challenged when the description says only "marketing services" or "campaign work." A better line names the channel, period, deliverable, and pricing basis. For example: "Paid search campaign management, March 1-31, 2026, 18 hours at $125 per hour" gives the client a clearer review path than a lump sum with no service detail.
Payment terms also affect collection. Agency guidance treats 30 days as the standard payment term, while clients sometimes negotiate 60-, 90-, or 120-day terms. Put the agreed term on the invoice and keep it consistent with the contract. Sales tax should follow the applicable state and local rules, since service taxability varies by state and service type.
A one-off invoice works for a small project, a single monthly retainer, or a client who only needs a simple PDF. It is enough when the scope is fixed, media costs are easy to separate, and you do not need an approval trail before billing. Keep the invoice, contract, and payment record together for bookkeeping.
A managed workflow fits recurring retainers, multi-person campaigns, hourly work, and pass-through expenses. Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates amounts from rates while excluding non-billable tasks, supports client defaults and invoice customization, and exports invoices to QuickBooks Online, Xero, or FreshBooks with status sync back to Everhour.
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 marketing invoice should include the seller and client details, invoice number, invoice date, service period, line items, rates or fixed fees, media costs if passed through, taxes where applicable, payment terms, due date, and payment instructions. Line items should connect to the agreed scope, deliverables, campaign outcomes, or advertiser goals.
Ad spend should appear separately from management fees when the client reimburses campaign media costs. Label the platform, campaign period, and whether the charge is a pass-through expense, cost-plus amount, or commission-based charge. This separation helps the client distinguish money paid to media platforms from the marketer's service revenue.
The invoice should follow the engagement agreement. Hourly billing works when the client pays for time spent across tasks, while project billing works when the fee is tied to a defined deliverable or campaign phase. Retainers fit ongoing monthly service. Hybrid arrangements need clear line items so the client can see which part is fixed, hourly, or media-related.
United States invoices do 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's permit or sales-tax account where required. Sales and use tax obligations depend on state and local rules, nexus, product or service taxability, and the place of sale.
The most useful detail is a line item that ties the charge to a campaign, channel, date range, and pricing basis. A client can review "search content optimization, March 2026, fixed project fee" faster than a vague service label. For paid media, separate clicks, impressions, ad spend, and management fees when those units drive the bill.
Everhour Billing & Invoicing turns tracked billable time and expenses into client invoices, calculates invoice amounts from rates, and excludes non-billable work. Digital marketers can group invoice lines by project, task, person, or date, then export invoices to QuickBooks Online, Xero, or FreshBooks with status sync back to Everhour.
Track approved digital marketing work by client and project, then convert billable time and expenses into invoices with Everhour Billing & Invoicing.
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