Retainers, projects and ad spend
Marketing agency invoicing software
Marketing agency invoicing software for the work around the retainer. A website launch fee, the hours your specialists logged past the monthly scope and the ad spend you fronted are invoiced on the campaign, while the retainer itself bills every month on its own.
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- From $19/month
- 14-day free trial
- Same-day US support
“We run every customer conversation through Smarfle. Texts, emails and reminders are in one place, our customers love paying with Apple Pay, and when we are busy or closed the text bot answers new leads for us.”
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Agency invoice example
A campaign's launch month, with hours past scope and ad spend the agency paid.
Invoice
MA-0466
Net 15
Bill to
Riverbend Orthodontics
Attn. practice manager · Altamonte Springs FL 32701
Landing page build, spring promo
1
Hours over retainer scope
7 hrs
Paid social ad spend, rebilled
1
Example with sample data
Project fees on the campaign
A launch, a rebrand or a video shoot is quoted on a signed estimate and invoiced from the campaign, separate from the retainer that keeps running.
InvoicingHours past the scope
Specialists log their hours on each campaign. When the month runs over, invoice the campaign and the extra hours arrive as lines you can trim or keep.
Time trackingAd spend rebilled
Spend you paid on the agency card is logged on the campaign as an expense and billed back as a line, so a $1,800 boost never disappears into overhead.
Job expensesRetainers bill themselves
The monthly retainer is a self-serve subscription in your client portal, so project invoices and the retainer never get mixed on one bill.
Recurring plansInside the agency invoicing software
What it does
- Project fees per campaignFrom a signed estimate
- Overage hours to invoice linesFrom logged time
- Ad spend billed backFrom campaign expenses
- Monthly retainersSubscribed in your portal
What it doesn't do
- Ad platform spend importLog the spend yourself
- White-label client accountsOne account per agency
- Percentage of ad spend feesEnter the fee amount
- Utilization reportsHours per person only
Smarfle vs GoHighLevel for agencies
| Smarfle | GoHighLevel | |
|---|---|---|
| Entry plan | Solo $19, 1 user | Agency-oriented, sub-accounts |
| Mid plan | Starter $99, 5 users | Agency-oriented, white-label |
| White-label accounts for agencies | No | Yes |
| Marketing funnels and campaign automation | Limited | Yes |
| Self-serve signup with no sales call | Yes | Yes |
Agency invoicing pricing
Campaign invoices, time tracking and recurring retainers are on every plan; ten specialists fit on Professional.
Starter
Small teams adding tools and growth
$99/mo
- Up to 5 users (1 owner + 4 techs)
- Up to 2,000 clients
Most Popular
Professional
Growing service businesses
$199/mo
- Up to 10 users
- Up to 5,000 clients
SMS, email, AI, and voice are billed pay-as-you-go. See every plan and usage rate →
What agencies ask about ad spend invoices
Is there invoicing software for small marketing agencies?
Can I bill hours over the retainer?
Can I rebill ad spend?
Can I charge a percentage of ad spend?
Does it import spend from Google or Meta?
Is there a white-label version for my clients?
Can retainer clients pay by card automatically?
Can several campaigns go on one invoice?
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