Invoice template for agencies
A clear invoice gets paid faster than a vague one. This template lays out who owes what, for which work, by when, and how to pay - the details that remove every reason to delay. Bill against the fees in your retainer or SOW. Copy it below, or let clients see and pay invoices in a branded client portal.
0/4 filled - the rest of the [prompts] you finish in your copy.
INVOICE From: [Agency name] Invoice #: [number] [your address] Date: [date] [your email] Due: [due date] Bill to: [Client name] [client contact / address] ---------------------------------------------------------------------------- Description Qty Rate Amount ---------------------------------------------------------------------------- [Service or deliverable] [1] [$0] [$0] [Service or deliverable] [ ] [ ] [ ] ---------------------------------------------------------------------------- Subtotal: [$0] Tax [rate %]: [$0] TOTAL DUE: [$0] ---------------------------------------------------------------------------- Payment terms: [Net 15] Pay by: [bank transfer / card link / Stripe] Notes: [PO number, thank-you, late-payment policy]
pick a version, copy it, or download as .docx or .pdf — then make it yours.
How to fill it in
Number every invoice
Sequential invoice numbers keep your books (and your accountant) sane, and make 'which invoice?' easy to answer.
Match the line items to the SOW
Bill against the deliverables and fees in the SOW or retainer - mismatches are the top cause of 'what's this for?' delays.
State terms and a due date
'Net 15' plus an actual due date removes ambiguity and gives you a clear thing to chase against.
Make paying frictionless
A pay-by link or clear bank details gets you paid faster than 'reply for our account number'.
Add a gentle late-fee line
A stated late-payment policy, even if rarely enforced, nudges clients to pay on time.
A filled-in invoice
A realistic, filled-in version - so you can see what good looks like before you start.
INVOICE
From: Northwind Studio Invoice #: NW-0042
12 Mill Lane, Bristol Date: 1 May 2026
hello@northwind.studio Due: 16 May 2026
Bill to: Acme Roasters Inc.
accounts@acmeroasters.com
----------------------------------------------------------------------------
Description Qty Rate Amount
----------------------------------------------------------------------------
Brand refresh - 50% deposit (SOW AR-2026-01) 1 $6,000 $6,000
Stock photography licences 1 $250 $250
----------------------------------------------------------------------------
Subtotal: $6,250
Tax (0%): $0
TOTAL DUE: $6,250
----------------------------------------------------------------------------
Payment terms: Net 15
Pay by: Stripe link below, or bank transfer (details on request)
Notes: PO #AC-118. Thank you! Late balances accrue 1.5%/month.Common mistakes
- Unnumbered invoices, so reconciliation and follow-ups become guesswork.
- Line items that don't match the SOW, triggering a 'what's this for?' delay.
- No due date - 'Net 15' from when? Ambiguity quietly slows payment.
- Burying how to pay, so the client has to ask before they can.
- No clear record of what's paid vs outstanding once you have a few clients.
Get paid inside the portal
Emailed PDF invoices get opened, then forgotten. Forge puts invoices in a branded client portal where the client sees what's due and pays in a click - connect Stripe once, and 'when will we get paid' stops being a question.
Frequently asked questions
What should an agency invoice include?
Your details and the client's, a unique invoice number, the date and due date, itemised services with amounts, subtotal/tax/total, and clear payment terms and methods.
What payment terms should an agency use?
Net 15 is common for agencies; for project work, a deposit up front plus the balance on delivery protects your cash flow.
How do agencies get paid faster?
A clear due date, an easy pay-by link, and - for ongoing work - letting clients see and pay invoices in a portal all shorten the time to payment.