Retainer Billing and Invoices for Marketing Agencies
Every retainer has a billing cycle. At cycle close finance raises the invoice from the client record, adding any extra work, and payments are tracked against it.
Raising the invoice
Getting paid
Receipts are recorded against the invoice as they arrive, by bank transfer, UPI or cheque. Part payment leaves a balance on the client. The pending list is read by brand and by age, which is the list a founder actually needs before a renewal conversation turns to money.
Reminders
An unpaid invoice can be chased over WhatsApp, email or a call recorded by the finance person. Wording and timing are agreed with you. Who chases which client, and how firmly, stays a judgement your partners make.
What your accountant handles
Tax treatment, deductions withheld by a client and the way all of this reaches your books stay in your accountant’s hands. Invoice formats follow your existing practice. Pushing these figures into Tally is a job we quote apart from the main build, once your accountant describes the ledgers they keep.
Frequently asked questions
Can quarterly and monthly clients run together?
Yes. Each retainer has its own cycle, and the billing list for a month shows only the clients due in it.
Is extra work billed automatically?
No. It is presented at cycle close and your account manager decides what goes on the invoice and what is written off.
How is a client deposit handled?
A client advance sits on the brand record and is set off as cycles are billed, with the balance readable at any time.
Does it take payment from the client directly?
A UPI link or payment gateway can be put on an invoice. Which provider you use is confirmed while scoping.
Can an invoice cover two brands of one group?
Yes. Retainers on separate brands can be billed on one invoice when the group pays centrally, and shown as separate lines.
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