invoicewritenow

Agencies

Agency invoicing with approvals, retainers and a team

Account managers draft, a director approves, the invoice goes out from your domain with your branding. Retainers bill themselves on the first of the month.

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Sounds familiar?

  • Everyone invoices differently

    Three account managers, three ways of describing the same retainer.

  • No approval step

    A wrong figure reaches a client and takes a credit note to fix.

  • Retainers and projects tangled

    Monthly fees and once-off campaign work on one confusing invoice.

How InvoiceWriteNow handles it

  • Team members with approvals

    Business plan: up to ten users, with documents approved before they are sent.

  • Recurring retainers

    Each client's retainer runs on its own schedule with the next number in your sequence.

  • Branded templates

    Twelve templates with your logo, colours and banking details.

  • Notification centre

    Sent, viewed, paid and overdue events in one feed for the whole team.

A sample invoice for agencies

Pixel & Ink Creative Agency

12 Loop Street, Cape Town, 8001

✉ [email protected]☎ +27 21 000 0000

INVOICE

INV-0042

DUE IN 14 DAYS

ISSUE DATE

14 Sept 2026

DUE DATE

28 Sept 2026

PAYMENT

Once-off

FROM

Pixel & Ink Creative Agency

12 Loop Street, Cape Town, 8001

✉ [email protected]

☎ +27 21 000 0000

BILLED TO

Cape Coastal Properties

45 Rivonia Road, Sandton, 2196

✉ [email protected]

DESCRIPTIONQTYPRICETOTAL
Social media management retainer: September1ZAR 14,500.00ZAR 14,500.00
Spring campaign: creative concept and 6 ad sets1ZAR 22,000.00ZAR 22,000.00
Paid media spend (pass-through)1ZAR 15,000.00ZAR 15,000.00

▪ NOTES

Retainer billed monthly in advance. Campaign work per accepted quotation QUO-0207. 30 days.
Subtotal:ZAR 51,500.00
Tax (15%):ZAR 7,725.00
Total:ZAR 59,225.00

▪ BANKING DETAILS

BANK NAME

First National Bank

ACCOUNT NAME

Pixel & Ink Creative Agency

ACCOUNT NUMBER

62000000000

BRANCH CODE

250655

REFERENCE

INV-0042

Thank you for your business!
Payment is due within 14 days.
Invoice generated on 14 Sept 2026
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Guides for agencies

5 min readRecurring invoices for retainers and subscriptions: a practical guideHow to set up recurring monthly invoices for retainer clients, what to put on them, how to handle price changes and scope creep, and how to automate the whole thing.Read more5 min readQuotation vs invoice: what is the difference and when to send eachThe difference between a quotation, a pro forma invoice and an invoice, what each one commits you to, and how to convert a quote into an invoice without retyping it.Read more4 min readInvoice numbering best practices: formats that scale and satisfy SARSHow to number invoices: sequential rules, prefixes, year-based formats, separate series for quotations and credit notes, and what to do about cancelled or deleted invoices.Read more

Frequently asked questions

Can several people use one account?

Yes. The Business plan supports up to ten team members, each with their own login.

Can a manager approve invoices before they go out?

Yes. Approvals are part of the Business plan; a document waits for sign-off before it can be sent.

Can we send from our own domain?

Yes. Add your SMTP details once and every invoice is sent from your address.

Invoicing for agencies, sorted.

Free plan, no card, first document in two minutes. Upgrade when the invoices start stacking up.

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