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Free Marketing Agency Invoice Template

The retainer, the production costs and the media spend in separate subtotalled sections, so your client can match each to its budget line. The total due is stated first.

Field Notes Marketing

1617 Wazee Street, Suite 300 Denver, CO 80202

billing@fieldnotes.agency
(303) 555-0161

Amount due

$27,090.00

Due Oct 31, 2026

Invoice no.
INV-0042
Issue date
Oct 1, 2026
Due date
Oct 31, 2026
Terms
Net 30
Campaign
Autumn 2026 launch

Billed to

Linden Outdoor Co.

2800 Walnut Street Denver, CO 80205

ap@lindenoutdoor.com

Payment

ACH to Field Notes Marketing LLC FirstBank · Account 1180 4471 · Routing 107005047

Description QtyUnit price Amount
Retainer
Monthly retainer — October 1$7,500.00 $7,500.00
Production
Campaign photography and three 15-second video cuts 1$6,150.00 $6,150.00
Media
Paid social media spend, at cost 1$12,000.00 $12,000.00
Media management fee, 12% 1$1,440.00 $1,440.00
Media subtotal$13,440.00
Subtotal
$27,090.00
Total USD
$27,090.00
Field Notes MarketingInvoice INV-0042
Example

Field Notes Marketing invoicing Linden Outdoor Co.. Your own details replace these as you type.

Who it is for

Agency invoices mix very different money: your monthly fee, one-off production work, and media spend that passes straight through to the platforms. Clients manage these from different budgets and often need to approve them separately.

This template puts each in its own section, Retainer, Production and Media, with subtotals, and names the campaign beside the invoice details. The total due is set at the top in a strong semibold, because the person approving it reads that first.

It suits marketing, digital, social media, PR, SEO and creative agencies, and freelance marketers working on retainers.

What to include

What to put on a marketing agency invoice

Campaign or account
The campaign or workstream: “Autumn 2026 launch”, and the client’s PO number if they issue one.
Retainer
The monthly fee and the period it covers: “Monthly retainer — October”.
Production
One-off creative work: shoots, video edits, landing pages, print.
Media spend
Ad spend at cost, stated as such, so the client can reconcile it with platform reports.
Management fee
If you charge a percentage on media, show it as its own line with the percentage: “Media management fee, 12%”.
Terms
Payment terms, and any rule about paying media in advance, in the notes.

How to fill it in

From this page to a PDF.

  1. 01

    Open the example

    Customize this invoice opens an agency invoice with all three sections in the generator.

  2. 02

    Sort each line

    Add the retainer, production and media lines and choose a section for each. Subtotals appear automatically.

  3. 03

    Campaign and PO

    Name the campaign and add the PO number, if any, so the client’s finance team can match it.

  4. 04

    Send to finance

    Download the PDF and send it to the client’s accounts payable contact as well as your marketing contact.

Customize this invoice

Questions

Should media spend be on the same invoice as agency fees?

Often it is, in its own section. Some clients prefer media billed separately or paid directly to the platforms. Ask at onboarding and follow their process; this template separates them either way.

How do I show a media management fee?

As its own line under Media, with the percentage in the description and the calculated amount as the price. That keeps the fee transparent.

How do I invoice a retainer?

One line per period with a quantity of 1. Bill retainers at the start of the month if your contract says so, and out-of-scope work at the end.

Can I add more sections?

The sections are Retainer, Production and Media. For anything else, use the line description: “Production — event staffing”.

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Guides & tools

Guides and tools for this invoice.

  1. GuideHow to invoice a clientInvoicing starts before the work does. How to set terms, time your invoices, make paying easy, and handle a late payment without damaging the relationship.
  2. GuideInvoice vs billThe same document seen from two sides: the seller sends an invoice, the buyer receives a bill. When each word is used, and which to put on yours.
  3. GuideHow to number invoicesThe two rules every numbering system follows, five formats that work, and what to do when an invoice is cancelled or a year ends.
  4. ToolInvoice tax calculatorPrice, discount, tax, shipping and deposit in; subtotal, tax, total and balance due out, exactly as the invoice will show them.

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Your marketing agency invoice, in three minutes.

Open the example in the generator, put in your own details and download the PDF. Your business details are remembered for next time.

Customize this invoice