How it runs for marketing agencies and consultancies
Purchase order numbers and client cost codes are captured so enterprise AP teams cannot bounce the invoice. Your BillingLine desk answers client billing questions in your agency's name.
What are outsourced invoicing services?
Outsourced invoicing services mean a remote billing team prepares, checks and sends your customer invoices instead of your office staff doing it between other tasks. The team works inside your accounting or billing software, follows your rate cards and contract terms, and issues credit notes and corrections. You keep control of pricing, approvals and the customer relationship.
What we handle for marketing agencies and consultancies
- Issue retainer invoices on day 1 with the service period stated
- Bill fixed-fee milestones as your PM tool marks them complete
- Convert approved Harvest or Toggl hours into overage invoices
- Rebill media and production costs with markup on a separate line
- Capture client PO numbers and cost codes so enterprise AP accepts the invoice
The KPI that matters here
100% of retainer invoices issued on day 1 of the period and overage invoices within 3 business days of timesheet approval.
Agencies compliance notes
1099 contractor reporting
Agencies rely on freelancers, and the IRS requires Form 1099-NEC for nonemployee compensation above the annual threshold, which is $2,000 for payments made in 2026. We collect W-9s at vendor setup, code every contractor payment, and hand your preparer a reconciled 1099 report each January. Your firm reviews and files; we do not sign.
Retainers and deferred revenue
A retainer billed before the service period is a liability until the work is delivered. We keep a deferred revenue schedule that releases each retainer to income as hours are logged or the month ends, so your P&L matches the work actually performed.
WIP and unbilled revenue
Work delivered but not yet invoiced is an asset that lenders and buyers ask about. We reconcile unbilled hours from Harvest or your PM tool against the ledger monthly, so WIP is real, aged and collectible.
Gross versus net for media
ASC 606 and IFRS 15 ask whether the agency is principal or agent for media it buys on a client's behalf. We apply the treatment your CPA or accountant chooses and keep the pass-through account reconciled to platform statements so the answer is documented.
Agencies software we work in
More for marketing agencies and consultancies
Other services for agencies
Invoicing and billing in other industries
Frequently asked questions
Can you bill retainers and hourly overages on the same invoice?
Yes, but we usually recommend separate invoices because clients approve them differently. A retainer is a fixed, pre-approved amount, while overages need the timesheet attached. Splitting them means the retainer is paid on schedule even if the overage is queried. Either way, both are raised from your accounting file under your brand.
How do you handle media invoices when platform statements arrive late?
We bill media from the platform statement, not from an estimate, so the rebill waits until Meta, Google or your DSP issues its invoice, typically within the first week of the month. If a client needs a pre-bill for media, we raise it as a deposit against the pass-through account and true it up when the statement lands.
What if a client disputes hours on an invoice?
The BillingLine desk handles the first response in your agency's name, sends the Harvest or Toggl detail, and logs the dispute in LedgerDesk. If a credit is agreed with your account lead, we issue a credit note against the original invoice so the audit trail stays intact. Disputes are reported weekly with the reason and the amount at risk.
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