Agency invoice template for projects and monthly packages
Bill a milestone or monthly package, add approved extra work and pass-through costs on separate lines, set your tax rate and download a PDF, Excel or Word file. Working solo? Use the freelancer version.
Choose a version of the agency invoice
Each version opens in the online maker with its own line items and payment terms, and downloads as an editable Excel or Word file. Example amounts are hypothetical, not market rates.
Agency: milestone or monthly package
One line for the milestone or package fee, approved extra work on its own line, and pass-through costs kept separate from fees.
- Project milestone or monthly package: [name]
- Approved additional services: [description, approval date]
- Pass-through at cost: [item]
Fill in your agency invoice
Edit any line, set your tax rate (0% is fine) and download a PDF. Line amounts, tax and the balance due calculate as you type. Version: Agency: milestone or monthly package.
Tax starts at 0%. Enter the rate that applies to you, or leave it at 0 if you do not charge sales tax or VAT.
For example a deposit. The PDF then shows the balance due.
- Nothing is saved on our side. Download the PDF before you leave the page.
- Amounts print with a $ sign. If you bill in another currency, say so in the notes.
- Prefer to edit offline? Download this starting point as Excel (.xlsx) or Word (.docx).
An agency invoice usually mixes several things: a milestone or monthly fee, approved extra work, and costs paid on the client's behalf. Keeping these on separate lines is what gets an invoice approved quickly. The sections below cover what to include, fee structures and payment terms.
What the agency invoice covers
What you can do with this template, and what it does not do.
Agency and freelancer versions
The agency version starts with a milestone or monthly package, approved extra services and a pass-through cost. The solo freelancer version starts with a project fee, hourly work and an approved expense.
Role-based rates
Bill strategy, design, development and account management at different rates by giving each role its own line.
Pass-through costs kept separate
Add media spend, stock assets and subcontractor costs on their own lines, with any agreed markup stated.
Your tax rate, including zero
Set the tax rate that applies to your agency, from 0% to 100%.
PO and project references
Use the notes for the client's PO number and project code, which many corporate clients need before they pay.
PDF, Excel or Word
Download the finished invoice as a PDF, or either version as an editable .xlsx (with formulas) or .docx.
How to fill in your agency invoice
- Agency Information: Agency name, address, phone, email, and any business registration numbers.
- Client details: Client company name, billing contact, billing address, phone, and email.
- Invoice Number & Date: Sequential invoice number and issue date for tracking.
- Project/Campaign Reference: Project name, PO number, or campaign reference for easy identification.
- Billing Period: For retainers: the service period. For projects: milestone or phase.
- Service Description: Detailed breakdown of services: strategy, creative, media, production, etc.
- Hours by Role: If billing time: hours by team member role (strategist, designer, developer).
- Rate by Role: Blended agency rate or role-specific rates as per your agreement.
- Deliverables: Tangible outputs: campaigns launched, designs delivered, content created.
- Media/Ad Spend: If applicable: pass-through media costs, clearly separated from agency fees.
- Third-Party Costs: Vendors, contractors, software, stock imagery, with markup if agreed.
- Subtotal, Taxes, Total: Clear breakdown of fees, expenses, taxes, and total due.
- Payment terms: Due date, accepted payment methods, and wire/payment instructions.
- Invoice on a Regular Schedule: Pick a billing day (for example the 1st of the month) and keep to it. Consistency helps clients budget and helps your cash flow.
- Separate Fees and Pass-Throughs: Clearly separate agency fees from media spend and third-party costs.
- Reference SOW/Contract: Include project or SOW reference to tie invoices to agreed terms.
- Detail Services by Phase: For projects, break down work by phase: discovery, strategy, creative, production.
- Track Time by Role: Even for fixed-fee work, track time to understand profitability.
- Bill Retainers in Advance: Invoice retainers at the start of the month, not the end.
- Document Scope Changes: Get out-of-scope work approved in writing and bill it on its own line.
- Include Usage Reports: For retainers, show how hours were allocated and what was delivered.
- Get Purchase Orders: Larger clients often require PO numbers. Get them before invoicing.
- Follow Up Promptly: Send a reminder before the due date and follow up as soon as it passes.
Rates vary too much by market, specialty and seniority for a single benchmark to be useful. What matters on the invoice is that the fee structure matches the contract.
Common fee structures:
- Fixed project fee: billed by milestone, such as 40% at kickoff, 30% at design approval, 30% at launch
- Monthly package or retainer: one fee for a defined scope, billed in advance
- Hourly or role-based: hours x rate per role, billed in arrears
- Pass-through costs: media, stock and subcontractors at cost, with any markup shown
Worked example (hypothetical):
- A 6-person agency bills a $9,000 website in three milestones
- Invoice 1: $3,600 (40%) at kickoff
- Invoice 2: $2,700 (30%) at design approval
- Invoice 3: $2,700 (30%) before launch, plus a separate $180 line for a premium theme bought for the client
Before you send:
- Check the milestone was actually reached and approved
- Reference the PO or contract number
- Keep extra work on its own line
These are common options to agree with the client, not rules. Whatever you choose belongs in the contract first; the invoice repeats it.
Project work:
- A deposit at kickoff, then payments at agreed milestones
- The final payment before handover or launch
Monthly packages and retainers:
- Billed in advance at the start of the period
- Due before or at the start of the month the fee covers
When invoices are due:
- Net 15 or Net 30 from the invoice date are common choices
- Large clients may set their own terms in a supplier agreement; check before you sign
Media and third-party costs:
- Either the client pays platforms directly, or you bill spend as pass-through
- If you pay, agree when the client reimburses you and whether a markup applies
Late payment:
- Agree your reminder schedule and whether work pauses on overdue invoices
- Charge late fees or interest only if the contract allows it and local law permits
- Irregular Billing Schedule: Invoice on a consistent schedule. Irregular billing hurts cash flow and confuses clients.
- Mixing Fees and Pass-Throughs: Separate agency fees from media spend and third-party costs clearly.
- Vague Service Descriptions: Detail what was delivered: strategy documents, designs, campaigns, content pieces.
- No Time Tracking: Even for fixed fees, track time to understand project profitability.
- Billing Retainers Late: Invoice retainers at the start of the month, not after services rendered.
- Missing PO Numbers: Get purchase orders from clients who require them before invoicing.
- No Contract Reference: Reference your SOW or MSA to tie invoices to agreed terms.
- Floating Client Media Costs: If you pay ad platforms for the client, agree in the contract when the client pays you, so you are not carrying their media costs.
- Poor Scope Change Documentation: Document and bill separately for out-of-scope work. Don't absorb it.
- Weak Collections Process: Follow up on overdue invoices promptly and consistently.
Agency invoice: frequently asked questions
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