Marketing Invoice Template

This template bills a client for a month of marketing work: your retainer, the campaign pieces you delivered, and the money you spent on ads for them. The ad spend is passed through at cost, so the client sees exactly what the ad platforms charged, and your management fee is worked out on that spend and shown on its own line.

Ad spend is the client's media budget, so it's shown at cost, in its own section, with what each platform charged for the period. The sample's note says it's "passed through at cost, as billed by the ad platforms; their statements are available on request". Keep the platform statements for each month, so you can show the client how the figures add up.

On the template, the ad spend is outside the subtotal of your fees and outside the sales tax line, and it's added back in the total. Bill only spend that falls in the billing period.

Put the work that's the same every month in the retainer, and say what it covers, like the sample's "Strategy, reporting and account management". Bill campaign pieces as deliverables, each with what was delivered: "3 emails, copy and design" or "6 ads in 2 sizes". Campaign metrics and reporting belong in your monthly report, not on the invoice.

1. Add your business details, then the invoice number, invoice date, payment terms, due date and billing period.
2. Enter the client under "Bill to (client)", and the agreement, channels and ad accounts under "Engagement".
3. Add the retainer line, then each deliverable, then the ad spend for the period by channel.
4. Set the management fee rate and the sales tax rate, or leave either at 0%.
5. Edit the engagement notes, replace the placeholders in "How to pay" with your own details, and send the invoice.

The PDF is a one-page blank A4 form for filling in by hand. The Word and Excel files have the same layout with the sample filled in, for you to overwrite.

In the Excel file:

• each line amount is "Qty" × "Rate";
• the section subtotals, the subtotal, the management fee, the tax, the ad spend total, the total and the amount due are formulas;
• the management fee reads only the ad spend section, and the tax reads the subtotal plus the fee;
• the file's tip says: to leave out "Management fee on ad spend" or "Sales tax on services, if applicable", set the line's rate to 0%, and don't delete these rows, because the totals refer to them;
• the retainer table has no blank row; the deliverables and ad spend tables each have one. For more lines, insert a row inside the table and copy the amount formula into it, then check that the totals include it.

In Word or on the PDF, work out the amounts yourself.

Invoice templates by format: Word, Excel, PDF, Google Docs and Google Sheets, or browse all invoice templates.

Billed's recurring invoices page says "Invoices are created automatically and sent to your customers according to your settings." That suits a monthly retainer. Clients can pay online by credit card, debit card or PayPal.