Everhour turns agency time and expenses into invoices, while your template keeps retainers, milestones, and ad spend clear.
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Digital agencies use invoices to collect on recurring retainers, fixed projects, hourly work, milestone payments, pass-through expenses, and performance-linked fees. The finished document should match the engagement agreement: client, project, invoice number, issue date, due date, service lines, rates, taxes or other charges where applicable, and the total amount owed.
For a monthly search optimization retainer, the invoice may show one fixed retainer line for June services, plus separate lines for approved ad spend, software pass-through costs, or extra billable hours. For a website build, it may show 50% upfront and 50% on completion, or milestone billing for strategy approval, design delivery, and launch.
Hourly agency invoices commonly use either one blended hourly or daily rate for the whole team, or role-specific rates for strategists, designers, developers, and account managers. A clear hourly line names the service, period, role or blended rate, hours, unit price, and extended amount. That detail matters when several people touch one client account.
Retainers need different wording. The line should state whether the fee covers a set number of hours, a defined set of deliverables, or both. If unused hours expire or roll over, the invoice should follow the contract language. PPC management needs special separation: monthly ad spend belongs apart from the management fee, which may be a flat retainer or 10% to 30% of monthly ad spend.
Agency invoices usually follow a quote, proposal, or statement of work. The invoice should use the same service names, fee structure, dates, and payment terms the client already approved. A mismatch between the proposal and invoice slows approval, especially for enterprise clients that check PO numbers, milestone status, and pass-through expenses before payment.
United States private-sector invoices do not follow one prescribed federal invoice form, and the United States does not use a national VAT or GST invoice regime. Sales and use tax depend on state and local rules, nexus, product or service taxability, and the place of sale. Service taxability varies by state and service type, so the tax line should reflect the applicable state and local treatment.
A free template is enough for a one-off agency invoice, a small retainer, or a project where the numbers already exist. It works best when you need a clean PDF or editable document that mirrors the proposal, states the due date, and lists approved charges without building a full billing process.
A managed workflow becomes necessary when billable hours, non-billable work, expenses, retainers, and invoice status need one system of record. 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 agency invoice should include a unique invoice number, issue date, due date, agency and client contact details, project or campaign name, service line items, units, unit costs, taxes or other charges where applicable, payment terms, and the total amount owed. Useful agency-specific fields include PO number, retainer period, milestone name, billable hours, ad spend, pass-through expenses, and late-fee terms authorized by contract.
The invoice should follow the engagement agreement. Retainers fit recurring work with set hours or deliverables. Milestone billing fits projects with defined phases, such as strategy approval, design delivery, or campaign launch. Hourly billing fits open-ended production, consulting, and support work where the final amount depends on tracked time and agreed rates.
Ad spend should appear separately from the agency management fee. A PPC invoice can show the campaign budget or reimbursable ad spend on one line and the management fee on another line. Agencies often charge PPC management as a flat monthly retainer or as a percentage of monthly ad spend, commonly 10% to 30%, when the agreement uses that structure.
United States sales and use tax obligations depend on state and local rules, nexus, the type of service, and where the sale occurs. The United States has no national VAT or GST invoice regime. Some states tax selected services, while others mainly tax retail sales of tangible personal property, so the tax line should follow the applicable jurisdiction and service category.
The most common approval delay is an invoice that does not match the proposal or statement of work. Client reviewers look for the approved scope, billing period, PO reference, milestone, rate structure, and expense treatment. A retainer invoice that leaves rollover terms unclear, or a project invoice that combines labor and ad spend without detail, creates avoidable back-and-forth.
Everhour Billing & Invoicing lets agencies select uninvoiced billable time and expenses, preview the breakdown, and generate invoices without rebuilding timesheets manually. It calculates invoice amounts from rates and billable expenses while excluding non-billable tasks, then can export invoices to QuickBooks Online, Xero, or FreshBooks with status details synced back to Everhour.
Everhour Reporting gives agency admins columns for billable time, non-billable time, billable amount, cost, invoice status, revenue, and profit. Reports can be grouped by client, project, member, task, or date, then exported to CSV, Excel/XLSX, or PDF for billing review before an invoice goes out.
Track approved billable time, expenses, and client rates before billing starts. Everhour Billing & Invoicing turns that agency work into client-ready invoices with accounting handoff.
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