Marketing teams bill through retainers, projects, hours, and media costs. Everhour keeps the reporting behind those invoices organized.
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Marketing teams use invoices to turn campaign work, retainers, project phases, billable hours, expenses, and media-related charges into a client-ready record. The invoice should show who is billing, who is being billed, the invoice date and number, payment terms, line items, amounts due, and any tax or discount applied under the agreement.
The format is usually a contract and recordkeeping issue for private United States businesses. Federal tax records do not require one national private-sector invoice form, but invoices support gross receipts and business transactions. For ordinary marketing work, the stronger invoice is the one that matches the signed scope, separates billable categories cleanly, and gives the client enough detail to approve payment without another email thread.
Marketing-team invoices commonly follow project-based or AOR and retainer-based arrangements. A monthly retainer can appear as one service line tied to the covered period, while a project invoice can break out strategy, creative, production, analytics, and account management by milestone or deliverable. Hourly rate pricing remains a common agency compensation form, so role, hours, and rate often belong on the invoice.
Cost-Plus, Hourly Rate, and Media Commission arrangements need stronger backup because reconciliation can depend on time, cost, or media-spend detail. A clear line might read: "Paid search campaign management, May 2026, 18 hours at $125 per hour." Media pass-through costs should be labeled separately from agency service fees so the client can see the difference between spend and labor.
The United States has no national VAT or GST invoice regime. Sales and use tax rules come from state and local jurisdictions, and service taxability varies by state and service type. California generally taxes retail sales of tangible personal property and only some service or labor charges, while Texas defines 16 broad taxable service categories. A marketing invoice should use the tax treatment that fits the seller's nexus, the buyer location, and the service sold.
Payment terms also deserve a visible field. Agency advocates have long promoted 30 days as the standard for agency payment terms, but clients often negotiate 60-, 90-, or 120-day terms. Put the actual agreed term on the invoice, not a default copied from another client. For United States private businesses, payment method rules usually come from policy or contract, since federal law does not require private businesses to accept cash unless state law says otherwise.
A free invoice tool is enough when you need one clean invoice for a campaign, a retainer month, or a small project phase. It works best when the scope is settled, the tax decision is already known, and the line items fit on a short document. Export the invoice, send it with the backup the client expects, and keep the file with the contract and receipt records.
A managed workflow becomes necessary when several marketers log billable time across clients, projects, and tasks. Everhour Reporting gives teams customizable reports with 45+ columns, grouping, filters, exports, and scheduled email delivery, so invoice backup can come from the same time records used to review billability, project cost, revenue, and profit.
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-team invoice should include the agency or provider name, client details, invoice number, invoice date, payment terms, service period, line items, rates, quantities or hours, expenses, taxes where applicable, discounts, and total amount due. Add the campaign, project, purchase order, or statement-of-work reference when the client uses formal approval routing.
A retainer should show the covered period, the agreed monthly or periodic fee, and the scope it covers. If the contract allows reconciliation, overage billing, or pass-through expenses, list those separately. Keep the retainer line distinct from media spend, production costs, and hourly add-ons so the client can match the invoice to the agreement.
Role-level hours belong on the invoice when the agreement uses hourly rates, blended rates, Cost-Plus, or reconciliation. A fixed-fee project invoice can stay milestone-based unless the client requires backup. For hourly agency billing, list the role, date range or task group, hours, rate, and amount so reviewers can trace the charge.
A United States marketing invoice does not need a national VAT or GST line because the United States does not use a national VAT or GST invoice regime. Sales and use tax obligations are state and local. The correct tax treatment depends on nexus, the buyer location, the service type, and the applicable state and local rules.
The common delay is sending a polished invoice that does not match the client's approval path. Missing purchase-order numbers, vague campaign descriptions, mixed media spend and service fees, or payment terms that conflict with the contract give accounts payable a reason to pause. Match the invoice to the statement of work and attach the expected backup.
Everhour Reporting lets marketing teams build invoice backup with 45+ columns, filters, grouping, date ranges, and exports in CSV, Excel/XLSX, or PDF. A team can group time by client, project, task, member, billable time, cost, revenue, or invoice status before sending finance the numbers behind the invoice.
Everhour Billing & Invoicing turns uninvoiced billable time and expenses into client invoices. It calculates invoice amounts from billable time, project or member rates, and billable expenses, while excluding non-billable work and marking invoiced time so it does not appear again in a future invoice.
Use Everhour Reporting to review billable marketing work by client, project, task, and member, then send cleaner invoice backup with exports, scheduled reports, and connected billing context.
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