What to include on a marketing agency invoice
Separate fees from media spend
Show ad spend on its own lines and your management fee separately. Clients and their accountants handle these costs differently.
State the billing period
Write the month or campaign dates covered by the retainer. It prevents disputes when retainers start mid-month.
Explain percentage fees
If your management fee is a percentage of spend, show the formula in the line description so the math is easy to check.
Bill media in advance
Collect ad budgets before the campaign runs. Fronting large platform charges on your own card strains agency cash flow.
Attach the report
Mention the performance report that accompanies the invoice. Results and costs reviewed together make renewals easier.
Example marketing agency line items
These sample entries show how to describe marketing agency work clearly. Rates are illustrative only; use your own pricing.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Monthly marketing retainer (strategy, reporting, optimization) | 1 | $3,500.00 | $3,500.00 |
| Paid media spend: Google Ads (pass-through) | 1 | $6,000.00 | $6,000.00 |
| Paid media spend: Meta Ads (pass-through) | 1 | $4,000.00 | $4,000.00 |
| Ad management fee (15% of media spend) | 1 | $1,500.00 | $1,500.00 |
| Landing page design and build | 1 | $1,800.00 | $1,800.00 |
| Subtotal | $16,800.00 | ||
Payment terms for marketing agency invoices
Our suggestion: Retainer and media budget due in advance on the 1st of each month.
Sample terms you can paste into the invoice: “Retainers are billed monthly in advance and are non-refundable for the period. Media spend is passed through at cost with platform receipts available. Either party may end the retainer with 30 days written notice.”
Not sure what Net 15 or 2/10 Net 30 mean? Payment terms explained.
Marketing Agency invoice FAQ
Should agencies bill ad spend separately from fees?
Yes, most agencies list media spend as a pass-through item and their management fee separately. It keeps pricing transparent and makes reconciliation against platform receipts simple.
What is a typical ad management fee?
Many agencies charge 10% to 20% of monthly ad spend, often with a minimum flat fee for smaller budgets. Others use a flat retainer regardless of spend. Pick the model that reflects the work involved.
How do marketing retainers work?
A retainer is a fixed monthly fee for an agreed set of services or hours, usually billed in advance. Contracts often require 30 days notice to cancel. Spell out what is included so extra requests can be quoted separately.