Marketing invoices need clear service detail and payment terms. Everhour turns tracked billable work into organized client invoices.
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A marketing invoice is for billing campaign work, retainers, project milestones, PPC management, creative services, consulting, or mixed agency work. The invoice should identify the project, the agency or freelancer, the client, a unique invoice number, issue date, due date, itemized services, subtotal, applicable tax, total due, and payment terms.
Use the template to produce a document that a client can approve without asking for a second breakdown. For example, a monthly campaign invoice can separate strategy, content production, paid media management, and reporting. A project invoice can show a 50% upfront deposit and the remaining 50% due on completion when that split is in the agreement.
Marketing agencies commonly bill through hourly rates, fixed project fees, retainers, value- or performance-based fees, or a mix of models. Hourly invoices may use one blended team rate or separate specialist rates by role. Fixed-fee invoices should name the deliverable or phase, such as strategy approval, design delivery, or campaign launch.
Retainers usually bill a recurring fee upfront on an agreed date for a set amount of billable time or a defined set of monthly deliverables. PPC management invoices often separate the ad budget from the management fee, which agencies commonly price at 10% to 30% of monthly ad spend. Keep campaign spend, management labor, and reimbursable expenses on separate lines.
The United States does not have a national VAT or GST invoice regime. Private-sector invoices are mainly recordkeeping and contract documents, while sales and use tax depends on state and local rules, nexus, service taxability, and where the sale is sourced. A seller that makes taxable sales may need a state seller permit or sales-tax account where required.
State rules decide whether a marketing service is taxable. 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. If tax applies, show the tax line separately. If it does not apply, do not label the invoice with a VAT or GST number because the United States has no VAT/GST registration number.
A one-off invoice works for a single project, a small retainer, or a simple hourly engagement where the totals are already approved. It gives you a client-ready document, but it does not preserve the approval path behind every billable hour, expense, rate change, or non-billable task excluded from the amount due.
A managed workflow matters when tracked billable time per client or project feeds the invoice. Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates amounts from rates while excluding non-billable work, supports client settings 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 marketing invoice should include the project name, seller and client details, unique invoice number, issue date, due date, itemized services, quantity, unit price, line total, subtotal, applicable tax, total due, accepted payment methods, and payment terms. Service descriptions should be specific enough to show the campaign work performed.
A retainer invoice should follow the contract. If the retainer covers a predetermined amount of billable time, list the time category or allowance. If it covers defined monthly deliverables, list those deliverables instead. The invoice should show the recurring fee, billing period, due date, and any work billed outside the retainer.
PPC management should appear separately from the media budget. Many agencies charge a management fee based on 10% to 30% of monthly ad spend, while the ad spend itself belongs on a separate campaign budget or pass-through expense line. This separation prevents the client from reading ad spend as agency revenue.
United States marketing invoices do not use a national VAT or GST invoice regime. Sales and use tax is imposed by state and local jurisdictions, and service taxability varies by state and service type. If a marketing service is taxable in the applicable jurisdiction, show the sales tax line required by that state or local rule.
Vague line items slow approval. A line such as "marketing services" forces the client to match the invoice against emails, scopes, or campaign reports. Use specific lines such as "June paid search management," "landing page copywriting," or "campaign launch reporting," then show whether each line is hourly, flat fee, retainer, or pass-through expense.
Everhour Billing & Invoicing converts tracked billable time and expenses into client invoices. It calculates invoice amounts from rates, time, and billable expenses, excludes non-billable tasks, supports client defaults such as taxes, discounts, and payment terms, and exports invoices to QuickBooks Online, Xero, or FreshBooks.
Everhour syncs exported invoice status, invoice number, issue date, and amount back into Everhour after export to QuickBooks Online, Xero, or FreshBooks. That keeps billing records connected to project and client reporting without rebuilding invoice history in a spreadsheet.
Track approved campaign time, expenses, rates, and client terms in one workflow. Everhour turns billable marketing work into invoices with accounting export and status visibility.
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