Everhour tracks billable and non-billable agency work, giving advertising teams cleaner inputs for client invoices.
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An advertising invoice turns agency work into a payment request the client can review without decoding internal notes. Use it for project campaigns, agency-of-record retainers, hourly work, cost-plus arrangements, and media commissions. The invoice should identify the client, agency, invoice number, invoice date, payment terms, campaign or job name, line items, taxes when applicable, and the amount due.
For United States private-sector clients, there is no single federal invoice format and no national VAT or GST invoice regime. Invoices serve as supporting business records, while sales and use tax rules come from state and local jurisdictions. Advertising services, tangible deliverables, and media-related charges need separate tax review because service taxability varies by state and service type.
Advertising agencies commonly bill through project-based work, agency-of-record retainers, hourly rates, cost-plus models, and media commissions. A retainer invoice can show the monthly fee, covered services, and any approved out-of-scope work. A project invoice can show the campaign phase, milestone, creative deliverable, production cost, or media placement tied to the client's purchase order.
A clear hourly line reads like this: "Paid social campaign management, 12.5 hours at $150 per hour." A media line should separate the media spend from agency fees when the contract treats them differently. Reimbursable expenses need labels that match receipts or vendor bills, such as "stock image license" or "print production proof," instead of vague account names.
Advertising clients dispute invoices when the line items do not connect to a scope, insertion order, estimate, or approved change. "Marketing services" is too broad for a campaign invoice. Use the client's language: campaign name, channel, flight dates, deliverable, department, milestone, or media buy. This keeps the invoice close to the procurement trail that started with an RFI, RFP, estimate, or direct engagement.
Payment terms also deserve precision. The 4As has long promoted 30 days as the standard agency payment term, while clients often negotiate 60-, 90-, or 120-day terms. Put the agreed term on the invoice, not the agency's default term, and include the due date so accounts payable does not have to calculate it.
A free invoice template is enough for a one-off campaign invoice, a simple project milestone, or a retainer with no time reconciliation. It gives you a clean document, consistent fields, and a PDF or shareable invoice record. That works when one person already has the approved amount, tax treatment, expenses, and payment terms in front of them.
A managed workflow fits agencies that invoice from tracked billable time by client and project. Everhour can keep billable and non-billable time separate through project billing status, task-level non-billable controls, custom task rates, and member-rate exceptions. Admin reports then show billable time, non-billable time, billable amount, and cost before the invoice goes to accounting.
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 United States advertising invoice does not use a national VAT or GST number because the United States has no 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 nexus, the service or product sold, and the place of sale.
Separate media spend and agency fees when the contract treats them differently. Media commissions, cost-plus arrangements, and pass-through vendor costs need line-item detail that lets the client reconcile the invoice to the insertion order, estimate, or approved media plan. Combining spend and fees into one vague line slows review and creates tax and approval confusion.
Use the payment term in the signed agreement, purchase order, or client billing instructions. A 30-day term is the long-promoted agency standard under 4As guidance, but many clients negotiate 60-, 90-, or 120-day terms. The invoice should show both the term and due date so the accounts payable team has one clear deadline.
An advertising invoice can include a retainer and project work together when the client agreement allows combined billing. Keep the retainer as its own line, then list approved project work, media costs, or out-of-scope changes separately. This structure preserves the recurring fee while showing the extra work that changed the invoice total.
The most common approval problem is a line item that does not match the scope, estimate, insertion order, or purchase order. Accounts payable and marketing leads need recognizable references: campaign name, deliverable, channel, dates, vendor cost, hours, or approved change request. A generic "advertising services" line gives reviewers too little to verify.
Everhour supports billable and non-billable agency work through project billing status, task-level non-billable controls, custom task rates, and member-rate exceptions. Admin reports can show billable time, non-billable time, billable amount, and cost by member or task before the invoice is finalized.
Everhour Billing & Invoicing lets users select uninvoiced time and expenses, preview the breakdown, and generate an invoice from billable work. Invoice line items can be grouped by project, task, person, date, or other available breakdowns, then exported to QuickBooks Online, Xero, or FreshBooks.
Track approved campaign work, keep non-billable tasks out of client totals, and review billable amount before billing. Everhour gives advertising teams cleaner invoice inputs from real project time.
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