Invoice Crowd carries the three ways a marketing agency gets paid in the same month: a retainer that repeats, project fees that follow a signed proposal, and media or supplier spend passed on at cost. It 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 70 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 on the document, turn on item removal, and let the client remove what they do not want 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
Put the base fee on a retainer: a monthly recurring invoice with the hours it includes. Time the team logs on the client's projects counts against those hours, unused hours carry over or expire, and extra hours go on the next invoice as their own line. Campaign work outside the retainer is still invoiced on its own. Clients can approve or question each week's hours in their portal, and your team's weeks can be approved before they are billed.
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 double-entry ledger, profit and loss shows fee income and supplier cost separately instead of one blended number at the end of the quarter. Mark media and supplier accounts as Cost of Goods Sold and the profit and loss shows gross profit before overheads, and each project's Profitability tab shows the margin after the team's hours at cost rate and the project's expenses.
Reminders go out on the schedule you set before an account manager has to write an awkward email, and a flat or percentage late fee set when you send the invoice is added automatically if it is still unpaid after the due date. 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, with lines the client can remove before signing.
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.
Fifteen payment gateways, split and partial payments, and a portal where the client settles without a bank transfer.
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.
Save a retainer's components as items once, then quote them the same way 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.
Send invoice, estimate and customer events to a webhook URL you choose, or connect through Pabbly Connect using your Invoice Crowd sign-in.
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.
When a retainer buys hours, the team's logged time counts against the monthly allowance and extra hours go on the next invoice.
India businesses prepare GSTR-1, GSTR-3B and GSTR-9 data from their invoices, bills and expenses in the GST Filing workspace, then file it on the GST portal.
A campaign is cut short? Refund an online payment through Stripe, PayPal, Square and five other gateways straight from the invoice, with the credit note made for you.
Questions
Record what the platform or supplier charged against that vendor and tag the expense to the client's project. The invoice wizard then re-bills unbilled project expenses on the client's invoice, with a markup if you add one. 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. Turn on item removal and the client can remove lines 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.
Fifteen payment gateways are available: PayPal, Stripe, Razorpay, Square, Payoneer, Braintree, Authorize.net, Airwallex, GoCardless, PayFast, PayTabs, Telr, M-Pesa, PhonePe and Paystack. 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 148 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.
The Basic plan is free forever for everyday invoicing with PayPal. Paid plans add retainers, timesheets and the accounting statements; the Team plan includes two team members and Business three. Each paid plan starts with a 30-day free trial with no card needed, and current prices are on the Pricing page.
Pitch it, sign it, invoice it and record what it cost you, without moving numbers between four separate tools.
