Invoice & Billing Run
Streamline your agency's monthly financial operations with this comprehensive template, ensuring accurate client invoicing and timely payment collection.
This reusable ProcessKit template contains 5 steps and 33 blocks. Adapt it to your team’s policies, responsibilities, and tools.
Template categories
What’s included
Project Data Compilation
- Overview
- Confirm all team hours logged for client projects
- Review and approve all client-billable expenses
- Upload media spend reports and third-party costs
- Billing Cycle Start Date
- Billing Cycle End Date
- Notes on data compilation
Draft Invoice Generation & Review
- Overview
- Generate draft invoices in accounting software
- Verify service line items, rates, and retainer usage
- Check for correct client details, PO numbers, and tax information
- Internal Reviewer Name
- Date of Internal Review Completion
- Upload Draft Invoices (PDFs)
Client Approval & Finalization
- Overview
- Send draft invoices to clients for approval
- Client Approval Status
- Date Client Approval Received
- Implement client revisions (if required)
- Upload Final Invoices (PDFs)
Invoice Distribution & Payment Tracking
- Overview
- Distribute final invoices to clients
- Distribution Method
- Date Final Invoices Sent
- Expected Payment Date
- Notes on distribution or special payment terms
Payment Reconciliation & Follow-up
- Overview
- Record all received payments in accounting system
- Reconcile payments against bank statements and agency records
- Generate Accounts Receivable Aging Report
- Identify and log all overdue invoices
- Plan follow-up actions for overdue accounts
- Next Follow-up Date for Overdue Invoices