Bill monthly social media retainers, paid ad management and content production on one clear invoice that your client’s finance team can match to the agreement.
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Clients’ finance teams check agency invoices against a purchase order or retainer agreement. The more precisely yours matches, the faster it gets approved.
A typical retainer covers a fixed scope: a content calendar, a set number of posts and short videos per platform, community management and a monthly report. Describe that on the line, such as “Instagram and LinkedIn management, 20 posts, April 2026”, so the client sees what the fee buys.
Anything outside scope belongs on its own line: extra videos, a product shoot, a seasonal campaign or a new platform launch. Itemising makes renewal conversations easier and helps the finance team sign off each charge. Offering a discount for a longer commitment? Use the discount % field rather than quietly cutting the rate.
Your fee is what you earn for planning and running campaigns. Ad spend is money that goes to Meta, Google, TikTok, LinkedIn or another platform. Blending the two makes your work look more expensive than it is and invites questions.
The simplest model is for the client to pay the platform directly from their own ad account. If you pay on their behalf, show the spend separately from your fee. Whether it is treated as a reimbursement or as part of your taxable service depends on your country and how the arrangement is set up, so ask your accountant before you decide.
BillFlow suggests the usual tax for your location: VAT in the UK and EU, GST in Australia and India, and none by default in the US, where sales tax depends on the state. If you are not registered, bill without tax. VAT-registered agencies serving business clients in another EU country generally apply the reverse charge and show both VAT numbers; check your country’s rules. In India, the GST split between CGST plus SGST or IGST is suggested from both GSTINs.
Keep them apart. The cleanest setup is for the client to pay the ad platform directly from their own account while you bill only your management fee, as this template’s note says.
Many agencies bill retainers in advance and one-off projects on completion. Either way, put the period in the line, for example “Social media management, April 2026”.
If you are registered, usually yes: UK and EU agencies add VAT, Australian agencies add 10% GST, and Indian agencies add GST. In the US, marketing services are often not taxable, but check your state.
Use the tax ID field for your agency and another for the client. Larger clients often need their own tax ID on the invoice before their accounts team will approve it.
Yes. Replace the retainer with campaign lines such as strategy, creative production and influencer coordination, and set a due date that matches your agreement.
Yes. Pick their currency, such as USD, GBP, EUR or AED, and the totals and amount in words switch over. Add a payment link or international bank details so they can pay easily.