Everhour turns billable marketing work into invoice-ready rates and amounts for retainers, projects, campaigns, and client approvals.
Fill in your details, add line items, hit Print when ready.
| Description | Qty | Rate | Tax | Amount |
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Marketing teams commonly invoice by monthly retainer, project fee, milestone, hourly rate, cost-plus arrangement, media commission, or an outcome-focused structure. The invoice should make that model visible before the client reaches the line items. A retainer invoice can show the covered month and included services. A project invoice can show the campaign phase, deliverables, and amount due for that phase.
The United States has no prescribed federal private-sector invoice form and no national VAT or GST invoice regime. For ordinary marketing businesses, invoice content is mainly a recordkeeping and contract matter. Sales and use tax treatment depends on state and local rules, nexus, service taxability, and where the sale takes place. Federal contract work is different because FAR rules define proper invoice fields.
Start with the client name, agency or team name, invoice number, invoice date, payment terms, due date, remittance details, and a clear service period. Then build lines around the compensation model: retainer, campaign milestone, hourly role, media spend, production cost, or reimbursable expense. Rate pricing remains a predominant form of compensation in the advertising agency industry, so role, hours, rate, and amount are ordinary invoice inputs.
A practical line for a marketing team can read: Paid search campaign management, May 2026, Strategist, 18 hours at $125 per hour, $2,250. A retainer line can read: Monthly AOR retainer, brand strategy and campaign management, June 2026, $8,000. Add tax only when the applicable state and local rules require it for the service or sale. Add the client purchase order when the contract requires PO matching.
Marketing invoices fail when the line items do not connect to the approved scope. The scope should reference deliverables, service expectations, expected outcomes, and advertiser goals when those items appear in the agreement. For project-by-project work, the invoice should name the phase or deliverable. For AOR or retainer work, the invoice should identify the covered period and any included service categories.
Support detail should fit the billing model. Hourly rate pricing needs time by role, person, task, or project if the client reviews labor detail. Cost-plus billing needs cost support and the agreed markup logic. Media commission invoices need media-spend detail tied to the agreed commission basis. Industry advocates have long promoted 30 days as the agency-side payment term standard, although clients often negotiate 60-, 90-, or 120-day terms.
A template is enough for a one-off project invoice, a simple monthly retainer, or a small client with a fixed scope. It gives you a clean document, consistent fields, and a fast way to send a payment request. It also keeps the invoice separate from the work records, so someone still has to copy hours, rates, expenses, and media details from project tools or spreadsheets.
A managed workflow matters once a marketing team bills several clients, uses different role rates, tracks retainers against budgets, or separates billable and non-billable work. Everhour can price billable work by project, member, or task, keep cost and billable rates separate, and apply dated rate changes so older reports keep their original calculations. That creates a cleaner path from approved marketing time to invoice amounts.
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 seller and client details, invoice number, invoice date, service period, payment terms, due date, remittance details, line-item descriptions, quantities or hours, rates, amounts, discounts, applicable tax, and total due. Add a purchase order, campaign name, project phase, or retainer period when the client agreement uses those references.
Separate lines make approval easier. A retainer line should show the covered month and included service area. A project line should show the phase, milestone, or deliverable being billed. Mixing retainers, hourly add-ons, media costs, and reimbursable expenses into one line hides the basis for the charge and slows client review.
United States marketing invoices do not need VAT or GST numbers 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, depending on the state, local jurisdiction, nexus, product or service taxability, and the place of sale.
Yes, if the client agreement supports that structure and the line items stay clear. Show media spend, agency fees, commissions, markups, and reimbursable costs as separate lines or grouped sections. Cost-plus, hourly rate, and media commission arrangements need enough support for the client to reconcile time, cost, or media-spend detail.
The most common delay comes from vague line items that do not match the approved scope or payment process. A line such as "marketing services" gives the client little to approve. A clearer line names the campaign, service period, deliverable, role or rate basis, purchase order if required, and the exact amount due.
Everhour separates internal cost rates from client-facing billable rates, so reports can calculate labor cost, revenue, and profit. Marketing teams can use default per-person rates, per-project overrides, dated rate changes, and project, member, or custom task rates when different clients or campaigns need different pricing.
Price client work with project, member, or task rates, then carry approved billable time into invoicing. Everhour keeps marketing billing tied to real work and accurate rates.
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