For small agencies

Invoicing for small agencies with many clients

Quote new projects, bill retainers on a schedule and keep every client's invoices in one place. Your logo and brand color on every PDF, clients pay online in a few taps, and your books keep up on their own.

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Works on phone, tablet and desktop

The BooksBat clients list with outstanding balances for several agency clients

One place for every client and every invoice

Design studios, marketing teams, development shops and creative agencies juggle a mix of billing: project quotes, deposits, milestone invoices, monthly retainers and the odd extra request. When each client has a different currency, contact and set of terms, a spreadsheet quickly stops being enough.

BooksBat keeps your clients, your services and your billing history together. Send branded quotes that clients accept online, turn them into invoices with one click, and put retainers on a recurring schedule. The dashboard shows what is outstanding, what is overdue and which clients bring in the most, and because BooksBat is full small business accounting, your expenses, bills and profit and loss live in the same account.

Why small agencies use BooksBat

On brand every time

8 professional designs with your logo and brand color, so every quote and invoice looks like it came from your studio.

Quotes that close

Clients accept a project quote online with a typed name and a checkbox, optionally an e signature, and it becomes an invoice in one click.

Retainers on schedule

Recurring invoices send automatically each month or quarter, or create drafts for you to review first.

Many clients, no mess

Save each client with their contact, currency and terms. Import and export your client list as CSV.

See top clients

Sales by customer and an aging report show who brings in the most and who pays late, and profit and loss shows how the agency is doing.

Set up your agency billing in 3 steps

1
Brand your account
Add your logo, address, tax ID, default currency and payment terms, then choose a design and your brand color.
2
Add clients and services
Import your clients from CSV and save your services, such as design days, development hours or monthly packages.
3
Quote, invoice and schedule
Send quotes for new projects, invoices for finished work and recurring invoices for retainers. Reminders handle the follow up.

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What agencies get

Project quotes: Everything on the quotes and estimates page, including automatic conversion to an invoice once accepted.
Recurring retainers: Recurring invoices run weekly, every 2 weeks, monthly, quarterly or yearly, with pause and resume.
Products and services catalog: Keep your rates and packages in one list so the whole team prices work the same way.
Deposits and milestones: Take a deposit as a partial payment, or invoice each milestone separately.
Online payments: Connect your own Stripe, PayPal or other provider account for online payments. Funds go straight to your account.
Client management: Profiles, history and balances for each client on the client management page.
Custom email templates: On Pro, write invoice and reminder emails in your agency's voice.
Projects and time: On Business, track time against each client project and see project profitability, so you know which retainers really pay.
Team roles: Pro includes 3 users and Business 25, with roles such as admin, standard user with access by area, accountant and time tracking only. See team and accountant access.
API and MCP: Connect your own tools with the REST API, or let an AI assistant create and send invoices through the MCP server.

Billing habits that keep agency cash flowing

Quote before you start. An accepted quote is a clear record of scope and price that both sides can point to.
Take a deposit on new projects. It confirms the client is committed and covers early costs.
Invoice retainers on the same day each month. A predictable invoice is easier for a client's finance team to process.
Keep scope changes separate. Quote extra work as its own line or quote, so the retainer stays clean.
Check the aging report weekly. Catch overdue invoices early, while a friendly reminder still works.

Pricing for small teams

Try it free with 1 user, 5 customers, 5 invoices and 5 quotes a month, with bookkeeping and Stripe payments included. Pro at $4 a month gives you 3 users, unlimited customers, invoices and quotes, no BooksBat branding, recurring invoices, automatic reminders, bank reconciliation and custom email templates. Agencies that track time or run several projects at once will want Business at $12 a month: 25 users, projects, time tracking, classes, budgets and HTML and CSS invoice templates. See pricing.

Frequently asked questions

Can I put my agency's branding on invoices?

Yes. Add your logo and brand color and choose from 8 designs. On Pro, the small BooksBat branding on PDFs and public pages is removed.

Can I bill retainers automatically?

Yes. On Pro, recurring invoices run on a schedule and either send automatically or create drafts for you to check.

Can clients accept a project quote online?

Yes. They accept with a typed name and a checkbox, optionally an e signature, or decline with a reason. Accepted quotes can become invoices automatically.

Can I bill clients in different currencies?

Yes. On Pro, multi currency lets each client and invoice use its own currency, with exchange rates and realized gains or losses recorded in your books.

Can I import my existing clients?

Yes. Import clients from a CSV file and export them again whenever you like.

Can we connect BooksBat to our own tools?

Yes. The REST API at /api/v1 covers clients, invoices, quotes, sending and recording payments, with OpenAPI docs.

Can my team use the same account?

Yes. Pro includes 3 users and Business includes 25. Give each person a role, such as admin, a standard user with access to only some areas, accountant or time tracking only.