Agency Invoice Template — For Retainers, Projects, and Campaigns

Agency invoicing is more complex than freelancer invoicing because you're often billing multiple work streams on a single invoice — a monthly retainer fee, project-based deliverables, and reimbursable expenses like stock photos or ad spend. This template handles all three with clear section separation.

The retainer section shows the fixed monthly amount, billing period, and retainer agreement reference. Project fees are listed as line items with deliverable descriptions and milestone references. Reimbursable expenses appear in a separate section with cost documentation.

Late fee policy is stated directly on the invoice: "Invoices unpaid after 15 days accrue a 1.5% monthly late fee." This isn't about being aggressive — it's about setting professional expectations. Include the clause on every invoice, even for clients who always pay on time.

For agencies with multiple clients across states, GST handling is automatic — IGST for inter-state clients, CGST+SGST for same-state clients. Each line item carries the appropriate SAC code.

Campaign reference numbers, PO numbers, and project codes can be added to the invoice header. This is important for agencies billing larger clients whose finance teams require these references to process payments.

The template supports recurring billing — set up the retainer amount once and the invoice auto-generates monthly. Overages and project work are billed separately on one-time invoices.

Set up your agency billing workflow at propcraft.app — retainer automation, project invoicing, and client portal access in one system.