Everhour connects agency time tracking to billing, while your invoice still follows the client agreement and tax rules.
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A digital agency invoice turns campaign work, design tasks, strategy calls, development hours, retainers, pass-through costs, and payment terms into one payable document. The goal is simple: show the client what work was delivered, which billing model applies, and what amount is due. Agency invoices commonly follow hourly, project-based, retainer, performance-based, value-based, or mixed pricing.
For a monthly search marketing client, the invoice may show a $4,000 retainer for research, technical fixes, content planning, and reporting. For a web redesign, it may show a 50% upfront deposit and a 50% completion balance. For paid media, it should separate management fees from campaign budgets or ad spend so the client can read the charge without confusion.
A complete service invoice normally includes a unique invoice number, seller and client contact details, invoice date, due date, payment terms, line-item units and unit costs, taxes or other charges where applicable, and the total amount owed. United States private-sector invoices do not follow one prescribed federal invoice form. They function as supporting business records that show income, expenses, and transaction details.
Agency line items should match the engagement model. Hourly work can use one blended rate or role-specific rates for specialists. Fixed projects should reflect the approved scope, milestones, and any deposit already paid. Retainers should state the covered period, set hours or deliverables, and whether unused hours expire or roll over when the client agreement says so.
Paid media invoices need special care because the agency fee and the advertising budget are different charges. PPC management is often billed as a flat monthly retainer or as a management fee of 10% to 30% of monthly ad spend. Campaign budgets and platform spend should appear separately from the agency's management fee so the client can distinguish media cost from service revenue.
Performance-based billing needs clear source details before it appears on an invoice. The agreement or invoice should define the conversion metric, the value assigned to each conversion, how results are tracked and shared, and when the performance payout is due. A vague line such as "performance bonus" invites disputes because the client cannot verify the amount from the invoice alone.
A free invoice works for a one-off project, a small retainer, or a simple deposit request. It gives you a clean document when the hours, deliverables, taxes where applicable, and payment terms are already known. It also works when one owner handles scope, billing, and collection without needing a shared approval trail.
A managed workflow becomes necessary when several people log billable and non-billable time across clients, campaigns, and projects. Everhour can keep agency time tied to project billing status, task-level non-billable controls, custom task rates, and member-rate exceptions. That structure helps admins review billable time, non-billable time, billable amount, and cost before an invoice reaches the client.
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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Digital agencies commonly invoice hourly work, fixed project fees, recurring retainers, performance-based fees, value-based fees, or mixed arrangements. The invoice should follow the signed proposal or engagement agreement. A retainer invoice usually covers a period and a set scope, while a project invoice often follows deposits, milestones, or completion dates.
The invoice should show the basis the client agreed to pay. Hourly work should show hours, rates, and the service or role involved. Fixed-fee and retainer work can show deliverables, covered dates, and milestone status instead of every time entry. A blended format works when the agreement combines a fixed fee with extra hourly work.
A United States digital agency invoice does not need a VAT or GST number 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 where required. Sales and use tax depends on state and local rules, nexus, service taxability, and place of sale.
Ad spend should appear separately from the agency's management fee. A PPC invoice can show the platform budget or pass-through media cost on one line and the management fee on another line. This prevents the client from reading media spend as agency service revenue and makes percentage-based fee calculations easier to verify.
Agency invoices often use due-on-receipt, net 15, net 30, milestone due dates, or deposit terms from the proposal. A term such as 1%/10 net 30 means the client can take a 1% discount by paying within 10 days, otherwise the full amount is due within 30 days. Late fees need stated terms before the due period ends.
Everhour lets admins set project billing status, mark specific tasks as non-billable, set custom task rates, and use member-rate exceptions. Admin reports can show billable time, non-billable time, billable amount, and cost by member or task, which helps agencies review client charges before invoicing.
Everhour Billing & Invoicing can generate invoices from uninvoiced billable time and expenses. The invoice amount uses rates, tracked time, and billable expenses while excluding non-billable work, then the invoice can be exported to QuickBooks Online, Xero, or FreshBooks as a draft.
Track billable agency work by client, project, task, and rate before billing starts. Everhour gives admins clearer billable totals, non-billable controls, and invoice-ready reporting.
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