Agencies get paid three ways in the same month: a retainer that repeats, project fees that follow a signed proposal, and media or supplier spend passed on at cost. Invoice Crowd carries all three, and records what you paid out as well as what you billed.
What is inside
A pitch that gets signed turns into a retainer, and a retainer turns into a monthly bill with media spend on top. Each of those is a different document, all in one place.
Before the account is yours
A new-business proposal is assembled from sections rather than typed into a template: the strategy, the deliverables, the channel plan, the price. More than 40 templates ship with the account, and the paragraphs you write once, credentials, process and terms, live in the content library for the next pitch.
Put the paid social test or the extra landing page in as an client-removable line and let the client tick it before signing. The total updates as they choose, which turns a negotiation over price into a decision about scope.
Retainer plus whatever moved this month
The fixed part of the relationship goes on a recurring profile with its own cycle and start date, so the invoice for the base fee is out on the first without anyone drafting it. Variable work is added as its own invoice rather than folded in and argued over.
Ad platforms, printers, photographers and freelancers all invoice you before you invoice the client. Enter each as a bill against the vendor, raise a purchase order first when the spend needs approval, and record what you actually paid out instead of netting it off in a spreadsheet.
Billings are not income
Pass-through media inflates what an agency bills and says nothing about what it earns. Because bills and invoices post to the same accounting records and report views with visible integrity checks, profit and loss shows fee income and supplier cost separately instead of one blended number at the end of the quarter.
Reminders go out on the schedule you set before an account manager has to write an awkward email, and a late fee applies if the terms allow it. The client sees every open invoice in their portal, so nobody is asking which one is outstanding.
How a client account runs
Every marketing client goes through the same sequence, whether the work is a one-off campaign or a twelve-month retainer.
A full document with strategy, deliverables and price, signed in the browser and carrying lines the client can decline.
When the client only wants a number for a defined campaign, send a priced estimate they approve online instead.
The approved document becomes an invoice, and the retainer keeps repeating on its own schedule alongside it.
multiple provider integrations, split and partial payments, and a portal where the client settles without a bank transfer form.
Fee income, supplier bills and expenses land in the ledger, so the statements stay current without a separate bookkeeping pass.
Also included
Agency work generates more paperwork than invoices. These are the parts that usually get handled by hand.
Approve what a supplier is about to charge before the campaign spend lands as a bill.
Where a marketing client reads the proposal, approves it, and pays without a reply-all thread.
Bundle a retainer's components once, then quote the same bundle for every account on that tier.
One approved estimate carries its lines, taxes and discounts straight onto the invoice.
Bill a client abroad in their currency while your own reporting stays in one base currency.
Take part of a campaign fee up front and the rest when the work actually runs.
Reach 5,000+ apps through outbound webhooks, or wire the same events through Pabbly Connect.
Have the invoice, income and aged debt reports arrive by email on a fixed day.
Bring account managers into the same account with a role that limits what they can change.
The base fee issues on its own cycle, with the amount and start date set per client.
Eligible India GST-enabled businesses can review source records, reconcile supported return data and prepare exports in the country-gated GST Filing workspace. Invoice Crowd does not submit a return to the government for you.
Keep rate-card services as saved items and pull them onto an estimate or invoice by name.
Questions
Record what the platform or supplier charged as a bill against that vendor, then put the same spend on the client's invoice as its own line. Both sides post to the ledger, so the pass-through shows up as cost and as billed revenue rather than disappearing.
Yes. The retainer sits on a recurring profile and issues on its own cycle, while campaign or project work is invoiced separately as it is delivered. The client sees both in the portal and can settle either one through the same gateway.
Yes. Any line can be marked optional, and the client keeps or removes it in the browser with the total recalculating as they go. Quantities can be left editable too, so a client can decide how many months or how many assets they are buying.
multiple provider integrations are available: PayPal, Stripe, Razorpay, Square, Payoneer, Braintree, Authorize.net, Airwallex, GoCardless, PayFast, PayTabs, Telr and M-Pesa. A client can pay in full, in part, or as a deposit followed by a balance, and the payment is recorded against the invoice it settles rather than keyed in again later.
For most agencies, yes. There is a chart of accounts with 184 accounts ready to use, a general ledger, manual journals, bank reconciliation and the statements behind them. Invoices, bills and expenses post into it directly, so nothing has to be exported and matched.
Review the current Pricing page for plan prices, team limits, billing options and trial terms. Packaging can change, so this guide avoids repeating volatile pricing details.
Pitch it, sign it, invoice it and record what it cost you, without moving numbers between four separate tools.
