TLDR (Summary)
The best invoicing software for marketers is Plutio ($19/month).
Marketing professionals need invoicing that handles monthly retainers, project fees, and time-based billing. Plutio creates branded invoices with automatic reminders and connection to contracts, proposals, and time tracking.
According to FreshBooks research, 50-70% of are paid late. Professional invoicing with automatic reminders and online payment options reduces delays and improves cash flow.
For additional strategies, read our freelance pricing guide.
What is invoicing software for marketers?
Invoicing software for marketers is software that handles billing and payment collection, tracks status, sends automated notifications, and connects invoicing directly to campaigns.
The distinction matters: basic tools handle one function in isolation, while marketers-focused invoicing software combines multiple functions while connecting to project management, clients communication, and workflow automation.
What marketers invoicing software actually does
Core functions include creating branded templates with your logo and colors, setting up recurring workflows for retainer clients, converting tracked work into billable items, handling different campaigns types, sending automated reminders at intervals you choose, and providing clients with a branded portal. Advanced platforms add workflow automation where completed steps automatically trigger the next action.
Standalone invoicing vs integrated platforms
standalone applications, accounting software, Legacy invoicing apps handle invoicing as an isolated function. You enter client details manually, create items from scratch, and track status in a separate system from your campaigns. Integrated platforms like Plutio connect invoicing with proposals, contracts, projects, time tracking, and clients communication. When you finish a campaign, Plutio already knows the scope, the tracked hours, and the client's history.
What makes marketers invoicing different
Marketers face unique scenarios that generic invoicing software struggles with: milestone billing; retainers; hourly projects; and campaigns scope that can shift mid-engagement. Without invoicing that connects to campaigns status, the process becomes disconnected from the work itself.
Marketers campaigns also range dramatically in value. A small campaign and a large one both need invoicing, but the structure, schedule, and follow-up sequence differ completely. Invoicing software built for marketers handles these variations through templates rather than manual setup each time.
When invoicing connects to projects, contracts, and time tracking, the manual copying between apps disappears. Changes update everywhere automatically, and invoicing reflects what actually happened instead of what you remember to enter.
Why marketers need invoicing software
Marketers who grow beyond a handful of active clients face a compounding problem: every new client adds admin work that does not scale, and automated invoicing and payment reminders is where that admin tends to pile up.
Lead tracking, quoting, billing, payment follow-ups, and clients communication multiply with each engagement. Without a system that connects these functions, details fall through cracks, invoicing tasks accumulate during busy campaigns phases, and Spending evenings catching up on admin instead of resting or doing marketing work.
The late payments problem
According to industry research, 36% goes. For marketers specifically, that means 10-15 hours per week spent on non-billable tasks: late payments, manual invoice creation, payment tracking, and responding to clients questions.
If you bill at $75/hour, those 10 hours of admin represent $750/week of potential billable time. That's over $3,000/month in opportunity cost, not counting the mental energy spent on context switching between marketing work and administrative tasks.
The fragmentation problem
You stack 4-7 disconnected tools: analytics, social tools, automation platforms, and email for client communication. Each tool handles one function, but none share data automatically.
Automated reports create daily friction: logging into multiple platforms to piece together a client's history, copying details from one system to another, manually cross-referencing entries with project scope, and hoping that the terms you quoted match what you're actually delivering. The cognitive admin work adds up, and the risk of errors increases with every manual handoff.
The manual invoice creation epidemic
Manual invoice creation affects nearly every marketer at some point. According to research, 50-70% late, with the average invoice paid 20 days.
The issue compounds because marketers often work on multiple campaigns with different schedules. Manual tracking across spreadsheets or disconnected tools leads to missed tasks, forgotten follow-ups, and opportunities left on the table.
The scaling tipping point
You hit a threshold around 8-12 active clients where the manual approach breaks down. At this point, you're either spending more time on admin than marketing work, or you're dropping balls. Tasks go out late, follow-ups get missed, and you start turning down good work because you can't imagine adding more complexity to an already chaotic system.
Connected invoicing software absorbs the admin work that would otherwise scale linearly with each new client. Plutio handles routine invoicing tasks, tracking, and follow-ups automatically, leaving marketers to focus on the work that actually generates revenue.
Invoicing features marketers need
The essential invoicing features for marketers connect billing and payment collection with campaigns delivery, time tracking, and clients communication while handling the unique patterns that marketing work requires.
Core invoicing features
- Custom templates: Add your logo, brand colors, typography, and terms. Create different templates for milestone billing, retainers, hourly projects. Set up once and apply with one click.
- Multiple payment methods: Accept credit cards through Stripe (2.9% + $0.30 per transaction), bank transfers via ACH (typically 0.8%), or PayPal. Offering multiple options increases completion speed.
- Automated reminders: Configure reminders before due dates, on due dates, and after. Follow-ups send automatically without you drafting messages or remembering to check status.
- Recurring automation: Schedule recurring tasks for retainer clients that send automatically on set dates. Pair with automation to complete without either party taking action.
- Time-to-billing conversion: Select tracked time entries from campaigns and convert directly to billable items. No copying hours from a time tracker. The description, duration, and rate pull automatically.
- Expense tracking: Log campaigns expenses with receipts attached. Add to clients billing at cost or with markup (common practice is 10-15%).
Marketers-specific features
- Deposit collection: Request upfront payment before work begins. Industry standard is 25-50% deposit. Plutio should connect deposits to final billing automatically.
- Milestone billing: Split campaigns payment across phases. Each milestone triggers its own action when you mark that phase complete.
- Revision tracking: When scope expands beyond contracted revisions, the billing should reflect additional work. Connect revision logs to billing so extra rounds generate accurate charges.
- Proposal-to-project flow: When a client accepts a proposal, the schedule should generate automatically based on the payment terms defined.
Platform features that multiply value
- White-label branding: Custom domain, logo, colors, and fonts. All clients-facing communications show your brand. clients never see the software vendor's name.
- Unified inbox: All clients messages, campaigns comments, and notifications arrive in one place. Reply without switching to email. Conversation history stays attached for context.
- Permissions: Control who sees what. Contractors see only their assigned work. clients see their portal, not your internal notes or margins.
- Customizable navigation: Rename menu items to match how you talk about your work. Hide features you don't use to reduce clutter.
- Mobile apps: iOS and Android apps for full functionality on the go. Work from anywhere with the same capabilities as desktop.
- Automations: Create rules that trigger actions without your involvement. Set up once, runs continuously.
The deciding factor for marketers is integration depth. Invoicing software that connects with proposals, contracts, projects, time tracking, and clients communication eliminates the duplicate data entry that consumes hours every week.
Invoicing software pricing for marketers
Invoicing software for marketers typically costs $15-50 per month, with integrated platforms providing complete functionality.
What marketers typically pay for invoicing
- Standard billing software: $17-55/month
- accounting software: $30-200/month
- Legacy invoicing apps: Free (limited features)
- Common invoicing tools: Free-$29/month
Accounting tools offer invoicing but may overwhelm marketing needs. Standalone invoicing may lack workflow integration.
Plutio pricing (January 2026)
- Core: $19/month: Unlimited invoicing plus contracts, time tracking, proposals, projects.
- Pro: $49/month: Unlimited clients, team features, advanced permissions.
- Max: $199/month: Unlimited team, white-label with custom domain, single sign-on.
The ROI calculation for marketers
- Faster payment: Reduced days-to-payment improves cash flow
- Reduced chasing: Automatic reminders eliminate follow-up time
- Professional impression: Quality invoicing matches quality marketing
Invoicing software ROI comes through faster payment and time savings. Weeks of reduced payment delay recover the investment fast.
Why Plutio is the best invoicing software for marketers
Plutio handles invoicing as part of a complete platform where proposals, contracts, projects, time tracking, and clients communication work together rather than as separate tools that need manual connection.
Complete workflow integration
When a client accepts your proposal, Plutio can automatically create the project, set up the invoicing schedule based on milestone payments, and prepare the contract for signing. When they sign, setup tasks generate. When you track time on marketing work, those hours attach to the project. When a milestone completes, the action triggers. Every step connects to the next without copying data between systems.
White-label everything
Use your own domain (clients.yourstudio.com instead of plutio.com/yourusername). Upload your logo, set your brand colors and typography. Every client-facing touchpoint shows your brand: proposals, contracts, invoices, portals, emails, receipts. clients never see "Plutio" or any indication you're using third-party software. Brand perception matters for marketers because professional appearance affects perceived value and justifies premium pricing.
Unified inbox for all clients communication
When a client messages about a campaign, responds to a proposal, approves work, or asks about billing, the message appears in one inbox. Reply directly without opening email. The conversation history stays attached to that client's record, so months later when they return, you have full context.
Granular permissions
Control exactly who sees what at the level that makes sense for your business. Contractors see only their assigned work. clients see their portal and documents. Neither sees your internal notes, profit margins, or other clients data.
No-code automations
Create rules that trigger actions without your involvement. Common marketers automations include: send reminders before due dates, notify you when a client views a proposal, create follow-up tasks when items are overdue, send welcome emails when contracts are signed. Set up once during initial configuration, runs continuously without attention.
Native integrations for marketers workflows
Connect Stripe and PayPal for payments with no additional configuration. Sync Google Calendar or Outlook for scheduling. Add Zoom links to booked calls automatically. Push financial data to accounting software or Leading bookkeeping tools for accounting. Use Zapier to connect 3,000+ other apps. Plutio handles the core workflow while integrating with specialized tools where deeper functionality is needed.
Everything runs from one app with your branding, your terminology, and your workflow logic. Instead of switching between 5-8 different tools to manage one client, you operate from a single platform designed to handle the complete service business lifecycle.
How to set up invoicing in Plutio
Setting up invoicing in Plutio takes 2-4 hours for initial configuration, then 5-15 minutes per client after your templates, rates, and integrations are in place.
Step 1: Configure default settings (30 mins)
Set your default hourly rate, standard payment terms (Net-15, Net-30), preferred currency, and tax settings. These defaults apply automatically unless overridden for specific clients. Consider setting your deposit requirement (25-50% is standard) and late fee policy (1-1.5% monthly is common).
Step 2: Create templates (1-2 hours)
Build 3-5 templates covering your common campaigns types. For marketers, recommended templates include:
- Full campaign package: 50% deposit, milestone payments, final on delivery. Includes scope for complete marketing work.
- Quick campaign: Simpler structure for smaller engagements.
- Monthly retainer: Automatic monthly billing. Specify included scope and how out-of-scope requests are handled.
- Rush campaign: Standard templates modified with 25-50% rate increase and expedited timeline.
Step 3: Connect payment processing (20 mins)
Link Stripe and/or PayPal to accept online payments. Both take 2.9% + $0.30 per transaction. Consider offering ACH bank transfer (typically 0.8%) for larger amounts. Test each payment method before using with clients.
Step 4: Set up integrations (30 mins)
Connect your calendar (Google Calendar or Outlook) for scheduling, your accounting software (accounting software or Leading bookkeeping tools) for financial sync. If you have specialized needs, explore Zapier for additional connections.
Step 5: Import existing clients (30 mins)
Upload existing clients data via CSV export from your current system. Plutio maps common fields automatically. For active clients, create their campaigns records. For historical data, decide how much to migrate vs. archive.
Step 6: Test with one real campaign
Run through the complete workflow with an actual client rather than a test account. Create the proposal, convert to campaign, track time, generate billing, send it, and confirm receipt. Real interaction reveals friction that test scenarios miss.
Common setup mistakes to avoid
- Over-customizing too early: Start with minimal templates and refine based on actual use rather than imagining every possible scenario upfront.
- Ignoring mobile: Download the mobile apps during setup and test key workflows.
- Skipping automation setup: Reminders and notifications save significant time. Configure these during initial setup.
Build templates for the 80% cases that cover most of your campaigns. Handle the other 20% by customizing the closest template per situation rather than trying to create templates for every possible scenario.
Invoice templates for marketers
Invoice templates structure billing for different marketing engagement models.
Essential invoice types for marketers
- Retainer invoice: Monthly recurring billing
- Project invoice: Fixed fee for engagement
- Time-based invoice: Hours with activity detail
- Milestone invoice: Project phase billing
Retainer invoice structure
- Recurring amount: Monthly retainer fee
- Service description: What retainer includes
- Period: Billing period covered
- Payment terms: Due date and methods
Time-based invoice structure
- Time entries: Hours with descriptions
- Activity breakdown: By category or project
- Hourly rate: Billing rate applied
- Total calculation: Hours times rate
Template proven methods
- Clear description of services rendered
- Payment options prominent
- Terms consistent with contracts
- Branding consistent with marketing positioning
Invoice templates encode your billing structures. Consistent, clear billing across all clients.
Client portals for marketers: invoice access
Client portals provide self-service invoice access and payment within branded, professional environment.
Invoice viewing through portals
Clients access current and past invoices through branded portals. No email requests for copies. Complete payment history visible.
Payment through portals
Clients pay directly from portal invoice view. Convenient payment increases completion. One-click payment when methods are saved.
Recurring invoice visibility
Clients with retainers see upcoming and past invoices. Complete billing schedule visible. Clear understanding of payment timeline.
Payment history
Complete payment record accessible. Receipts available without requests. Useful for client records and tax purposes.
Professional experience
Portal invoice access extends brand experience to financial interactions. Professional presentation throughout client relationship.
Portal invoice access transforms billing from transaction to service. Clients get better experience while you handle fewer inquiries.
How to migrate invoicing to Plutio
Migration from another invoicing software typically takes 3-5 hours of active work spread over a weekend, with the best time to switch being between campaigns rather than mid-delivery when you have active clients commitments.
Step 1: Export from your current tool
You software provides CSV export for clients data and document archives. Here's what to export from common tools:
- Standard billing software: Export clients and campaigns data from Settings or Reports. Download important documents manually.
- accounting software: Export contacts and history from Reports section. Download transaction history for reference.
- Legacy invoicing apps: Export clients list and campaigns data. Use the data export feature for complete records.
Step 2: Build templates in Plutio (2-3 hours)
Use your exported content as reference to create new templates. Start with the campaign type you use most frequently. Recreate 2-3 core templates initially rather than trying to migrate every document you've ever created. Focus on forward-looking workflows, not historical archives.
Step 3: Set up integrations (30 mins)
Connect payment processing (Stripe, PayPal), calendar sync (Google Calendar, Outlook), and accounting software (accounting software, Leading bookkeeping tools). Test each integration with a sample transaction to make sure data flows correctly before relying on it for real clients work.
Step 4: Import clients data (30 mins)
Upload your clients CSV to Plutio. Map fields appropriately (name, email, company, phone, address). For active clients with ongoing campaigns, create their records. For historical clients you may never work with again, consider whether import is necessary.
Step 5: Run parallel for new work
Use Plutio for all new clients engagements while keeping the old system active for campaigns already in progress. Running parallel avoids the complexity of migrating mid-campaign work and gives you time to learn the new system on fresh campaigns. As active campaigns on the old system complete, those clients transition to Plutio for future work.
Step 6: Phase out the old tool
Once all active campaigns on your old system complete (typically 30-60 days), cancel that subscription. Maintain read-only access to historical records if the tool allows, or export final archives before cancellation.
Common migration pitfalls to avoid
- Trying to migrate everything: Focus on active clients and forward-looking workflows. Historical data can remain in archives.
- Switching mid-campaign: Finish in-progress work on the old system. Start new clients on Plutio.
- Not testing integrations: Verify payment processing works with a real (small) transaction before relying on it.
- Skipping the learning curve: Use the first 2-3 campaigns as deliberate learning opportunities.
The investment in migration pays back in time saved on every future campaign, proposal, and clients interaction. Plan for a weekend of setup and a few weeks of adjustment, then benefit from simplified workflows going forward.
