Agency Billing Software

An agency can bill the same client in more than one way at once: a fixed monthly retainer, fees for a project, hours worked beyond what the retainer covers, and costs the agency paid on the client's behalf, such as stock photos or printing. Each one fits a different part of Billed, and the sections below take them in turn.

Billed's recurring invoices page says: "Establish a stable cash flow with retainers. Negotiating fixed prices and sending recurring invoices makes it easier for you to forecast your income and upcoming workload." Billed's invoice software page says: "For clients you bill on a schedule, set up a recurring profile once." It goes on: "Choose the billing frequency (daily, weekly, monthly or yearly) and how many invoices to send, or keep sending until you stop." and "Billed creates the invoices automatically and either sends them or saves them as drafts for you to check."

If a client asks for work beyond what the retainer covers, bill it on its own invoice from the hours your team tracked, so the retainer invoice stays the same each month.

For hourly work, Billed's time tracking page says: "Create an hourly rate project, set its hourly rate, and Billed tracks the charge for each task as you log it. From the project dashboard you can invoice one task or several at once." Billed's help center says: "Billed allows you to generate invoices against billable time log entries."

For a project at a fixed fee, Billed's projects page says: "You can add as many tasks as you need in the flat rate project. Invoice your client for the project from the dashboard whenever you want." The same page says: "Add your team, track your tasks and create Invoices in one place."

Billed's time tracking page says: "Invite teammates, accountants and contractors to your Billed account and grant them permissions, so the whole team tracks its time in one place." It also says: "Create timesheets from the time you and your team have tracked to see how the team is spending its time, and export them when a client or your accountant needs a copy."

On access, Billed's help center says: "You can control their access to your Billed account by assigning the concerned roles to team members."

Record a cost you paid for a client, such as stock photos, printing or a freelancer's fee you bill on, as an expense for that client. Billed's help article on creating an invoice says: "If there are any unbilled expenses of a particular client, you can add these expenses to the client's next invoice. The expense will appear as a line item in the invoice." For a charge that isn't a recorded expense, the same article says to add a line item and "fill this section to charge against new items and services."

These are sample figures, before any tax. A client pays a 4,000.00 monthly retainer, set up as a monthly recurring profile. In October the client also asks for a landing page outside the retainer, billed by the hour.

The team logs 12 hours on the landing page project at 110.00 an hour, 1,320.00, and the agency buys stock photos for it at 85.00, recorded as an expense for the client. The agency invoices the project tasks and adds the expense, so the second invoice comes to 1,320.00 + 85.00 = 1,405.00. For October the client is billed 4,000.00 + 1,405.00 = 5,405.00 across the two invoices.

Billed's invoice software page says: "If you run more than one business, manage them in one place and switch between them." Billed's multiple businesses page says: "With Billed's multi-brand feature, effortlessly keep invoices for your businesses separate." Billed's financial reporting page says: "If you manage multiple businesses in Billed, each business has its own set of financial reports."

Billed's invoice software page says: "Connect your Stripe account and every invoice you send gets a pay button, so clients can pay by card." It also says: "Connect PayPal to add a PayPal option as well." For checks: "When a client pays by check or cash, record it as an offline payment so all your income is in one place."

For invoices that aren't paid yet, the same page says: "Invoice reports show which invoices are paid, partially paid or past due, and you can see who owes you money and send them a payment reminder." and "Payment reminders can be customized."