TLDR (Summary)
The best invoicing software for PR professionals is Plutio ($19/month).
PR agencies need invoicing that handles recurring retainer billing, connects to tracked campaign hours, and sends automatic payment reminders. Plutio creates invoices from time entries, schedules recurring billing for retainer clients, and lets clients pay through branded portals.
You get professional invoice presentation with your agency branding, multiple payment methods including credit cards and bank transfers, and automatic reminders that chase overdue payments without manual follow-up.
FreshBooks reports 58% of freelancers experience late payment. Automated invoicing with reminders reduces collection effort and improves cash flow.
For additional strategies, read our freelance pricing guide.
What is invoicing software for PR professionals?
Invoicing software for PR professionals creates professional billing documents, accepts online payments, tracks payment status, and sends automatic reminders while connecting to campaign work and client records.
The distinction matters: accounting software handles bookkeeping and tax preparation, invoicing software handles client billing and payment collection. PR-focused invoicing connects to retainer tracking, time logging, and campaign deliverables so billing reflects actual work performed.
What PR invoicing actually does
Core functions include creating branded invoices with your agency identity, accepting online payments through credit cards, bank transfers, and PayPal, tracking which invoices are paid, pending, or overdue, sending automatic reminder emails for unpaid invoices, and scheduling recurring invoices for retainer clients. Advanced platforms connect invoicing to time tracking and client portals.
Accounting software vs invoicing software
Tools like QuickBooks and Xero handle bookkeeping, expense categorization, and tax preparation. Invoicing tools like Plutio focus on client billing: creating invoices, accepting payments, and tracking collection. Many PR professionals use both: Plutio for client-facing billing and accounting software for financial management.
What makes PR invoicing different
PR retainers involve recurring monthly billing for ongoing services. Unlike project-based work with one-time invoices, retainer billing repeats on schedule month after month. Invoicing software for PR professionals handles recurring billing automation, connects invoices to retainer scope and tracked hours, and provides client portal access where retainer clients see and pay their bills.
When invoicing connects to time tracking and client management, billing becomes automatic rather than manual. Recurring invoices send on schedule, tracked hours convert to line items, and payment status stays visible without spreadsheet tracking.
Why PR professionals need invoicing software
PR professionals managing retainer clients through manual billing face payment delays, cash flow gaps, and collection overhead that automated invoicing eliminates.
The late payment problem
According to research, 58% of freelancers experience late payment. For PR agencies with retainer clients, late payments create cash flow gaps that complicate operations. Rent, salaries, and expenses don't wait for client payments. Automated reminders reduce late payment rates by maintaining consistent follow-up without manual effort.
The manual billing burden
Creating invoices manually for 8-12 retainer clients takes 2-4 hours monthly: opening accounting software, creating each invoice, adding line items, sending emails, and tracking what's been paid. Manual billing consumes 24-48 hours annually on billing administration instead of campaign work. Recurring invoices eliminate this monthly burden entirely.
The tracking chaos problem
Without connected invoicing, payment status lives in accounting software while campaign work happens elsewhere. Questions arise: did Client A pay their February invoice? How many hours did we bill Client B last month? Is this retainer profitable? Connected invoicing answers these questions instantly because billing links to client records and time tracking.
The collection overhead
Chasing overdue payments is uncomfortable and time-consuming. Sending reminder emails, making follow-up calls, and tracking who owes what consumes hours that should go toward billable work. Automatic payment reminders handle this follow-up without your involvement, maintaining professional relationships while keeping timely collection.
The presentation problem
Invoices represent your agency to clients. Generic accounting software invoices with cluttered layouts and default branding don't reinforce premium positioning. Branded invoices with clean design and portal payment access present your agency professionally and make payment convenient.
Invoicing software eliminates the manual work of monthly billing while improving collection rates through automatic reminders. PR professionals recover hours monthly while getting paid faster.
Invoicing features PR professionals need
Essential invoicing features for PR professionals combine recurring billing automation with time-to-invoice conversion, online payment acceptance, and client portal access.
Core invoicing features
- Recurring invoices: Schedule invoices that send automatically on set dates. Monthly retainer billing happens without manual invoice creation each month.
- Online payments: Accept credit cards through Stripe (2.9% + $0.30), bank transfers via ACH (typically 0.8%), and PayPal. Multiple payment options increase payment speed.
- Automatic reminders: Configure reminder emails for unpaid invoices. Reminders send on schedule without manual follow-up. Customize reminder timing and messaging.
- Payment tracking: See which invoices are paid, pending, or overdue at a glance. Dashboard shows outstanding revenue and collection status.
- Invoice history: Complete billing history per client. See every invoice sent, payment received, and amount outstanding without searching email or accounting software.
PR-specific invoicing features
- Time-to-invoice conversion: Select tracked campaign hours and convert to invoice line items. No retyping descriptions or calculating totals. Time entries become billable items with one click.
- Retainer billing: Track monthly retainer scope against actual hours delivered. Invoice shows retainer amount plus any overage or additional services.
- Deposit invoicing: Create deposit invoices for retainer startups. Industry standard is 25-50% deposit before work begins.
- Expense pass-through: Add campaign expenses to invoices with receipts attached. Bill expenses at cost or with markup (10-15% is standard).
Platform features that multiply value
- Client portal payments: Clients pay invoices through branded portals. Payment buttons connect directly to Stripe or PayPal. No separate payment links to manage.
- White-label branding: Invoices display your agency brand: logo, colors, and professional layout. Premium presentation reinforces premium positioning.
- Client record connection: Invoices link to client records showing complete billing history alongside campaign status and communication history.
- Accounting integration: Sync invoices and payments to QuickBooks or Xero. No double-entry between billing and bookkeeping systems.
The deciding factor for PR professionals is workflow connection. Invoicing that links to time tracking, client records, and portals eliminates the manual work of isolated billing tools.
Invoicing software pricing for PR professionals
Invoicing software for PR professionals typically costs $15-55 per month for standalone tools, with integrated platforms providing complete functionality including time tracking and client portals at flat rates.
What PR professionals typically pay for invoicing
- FreshBooks: $17-55/month. Popular invoicing with good design but no campaign tracking or client portals.
- QuickBooks: $30-200/month. Full accounting but complexity beyond what most PR agencies need for billing.
- Wave: Free invoicing but limited features and no time tracking connection.
- Harvest: $11/user/month. Time tracking with basic invoicing but no client portals or proposals.
Standalone invoicing tools handle billing but lack PR workflow connection. PR professionals end up stacking invoicing plus time tracking plus project management, and the tools don't connect automatically.
Plutio pricing (February 2026)
- Core: $19/month: Unlimited invoicing plus proposals, contracts, campaigns, time tracking, and client portals. Up to 9 active clients.
- Pro: $49/month: Unlimited clients, 30 contributors, advanced permissions for team collaboration.
- Max: $199/month: Unlimited team, white-label with custom domain, single sign-on for enterprise security.
The ROI calculation for PR professionals
- Time saved: 2-4 hours monthly on manual invoice creation. At $100/hour effective rate, that's $200-400/month in recovered time.
- Faster payment: Automatic reminders reduce late payments. Getting paid 10 days faster on a $5,000 retainer improves cash flow significantly.
- Tool consolidation: Replacing invoicing plus time tracking plus project management tools saves $50-100/month in subscriptions.
Invoicing software ROI comes through time saved and faster payment. Plutio pays for itself when recurring invoicing saves 2-3 hours monthly of manual billing work.
Why Plutio is the best invoicing for PR professionals
Plutio handles invoicing as part of a connected platform where billing links to time tracking, campaign deliverables, and client portals rather than operating as isolated accounting.
Recurring invoices for retainer clients
Set up recurring invoices that send automatically on schedule. Monthly retainer billing on the 1st requires no manual action. Invoice creates, sends to client, and appears in their portal automatically. No monthly reminder to yourself to create and send invoices for each retainer client.
Time-to-invoice conversion
Tracked campaign hours convert to invoice line items with one click. Select time entries from the period, and Plutio creates line items with descriptions, hours, rates, and totals pre-populated. No retyping what you did or calculating totals manually.
Client portal payment
Clients receive invoices in their portal with payment buttons. One click connects to Stripe or PayPal for immediate payment. No separate payment links to create or share. Clients pay where they already access campaign status and deliverables.
Automatic payment reminders
Configure reminder sequences for unpaid invoices. First reminder 3 days after due date, second reminder at 7 days, escalation at 14 days. Reminders send automatically without your involvement, maintaining follow-up without awkward manual outreach.
Branded invoice presentation
Invoices display your agency brand: logo, colors, and professional layout. Clients see invoices from your agency, not generic accounting software. Premium presentation reinforces premium positioning and justifies retainer rates.
Complete billing history per client
Client records show complete invoice history: every invoice sent, payment received, and amount outstanding. Before client meetings, see their billing status without checking accounting software. Outstanding balances surface in client profiles automatically.
Retainer tracking connection
Invoices connect to retainer scope. See monthly hours billed against retainer allocation. Identify which clients use their full retainer versus which have unused hours. See which retainers make money and which need renegotiation at the billing level.
Expense pass-through
Add campaign expenses to invoices with receipts attached. Media monitoring subscriptions, event costs, or travel expenses bill to clients at cost or with markup. Expense documentation stays connected to invoices for client reference.
Accounting integration
Sync invoices and payments to QuickBooks or Xero. Invoice data flows to your accounting software automatically. No double-entry between billing and bookkeeping systems. Financial records stay accurate without manual reconciliation.
Everything connects in one platform with your branding. Invoicing links to time tracking, client records, and portals so billing happens automatically from campaign work rather than as separate administrative task.
How to set up invoicing in Plutio
Setting up invoicing in Plutio takes 30-60 minutes for initial configuration, then invoices create from time entries or send automatically for recurring retainers.
Step 1: Connect payment processing (15 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 retainer amounts. Test each payment method with a small transaction before relying on it for client billing.
Step 2: Configure invoice settings (15 mins)
Set default payment terms (Net-15, Net-30), late fee policy, and invoice numbering. Upload your logo and configure brand colors for invoice presentation. Set default tax rates if applicable to your jurisdiction.
Step 3: Create invoice templates (15 mins)
Build templates for common invoice types:
- Monthly retainer: Fixed amount with standard description for ongoing services.
- Time-based billing: Line items populated from tracked hours with descriptions and rates.
- Project milestone: Fixed amounts tied to deliverable completion.
- Deposit invoice: Upfront payment before work begins.
Step 4: Set up recurring invoices (10 mins)
For each retainer client, create recurring invoice schedules. Set the billing day, amount, and payment terms. Recurring invoices send automatically on schedule without monthly action.
Step 5: Configure reminder sequences (10 mins)
Set automatic reminder schedules for unpaid invoices. Standard configuration: reminder at 3 days overdue, 7 days overdue, and 14 days overdue. Customize reminder email text to match your communication style.
Common setup mistakes to avoid
- Skipping payment testing: Test payment processing with a real (small) transaction before sending client invoices.
- Manual recurring billing: Set up recurring invoices for retainer clients. Don't create them manually each month.
- No late fees: Configure late fee policy in invoice settings. Even if you rarely enforce them, late fees encourage timely payment.
Connect payment processing and configure recurring invoices during initial setup. Most PR agencies bill monthly retainers on the 1st. Set that up once and billing happens automatically going forward.
Invoice templates for PR professionals
Invoice templates standardize billing presentation so every retainer invoice looks professional and includes necessary details without manual formatting.
Essential invoice templates for PR professionals
- Monthly retainer invoice: Fixed retainer amount with standard service description. Used for recurring monthly billing to ongoing clients.
- Time-based invoice: Line items from tracked hours showing dates, descriptions, hours, rates, and totals. Used for overage billing or hourly clients.
- Project milestone invoice: Fixed amount tied to deliverable completion. Used for project-based work with payment milestones.
- Deposit invoice: Upfront payment amount before work begins. Standard deposit is 25-50% of project value or first month of retainer.
Invoice line item proven methods
- Clear descriptions that clients understand without explanation
- Dates or date ranges for time-based billing
- Quantities (hours, deliverables) with unit rates
- Subtotals, taxes, and payment totals clearly displayed
- Payment terms and due date prominently shown
Professional invoice elements
- Your agency logo and brand colors
- Complete agency contact information
- Client company name and billing contact
- Invoice number and date
- Payment methods accepted with instructions
- Late fee policy statement
Templates make sure consistent professional presentation. Every invoice reinforces your agency brand and includes necessary payment details without manual formatting per invoice.
Client portals for PR professionals: invoice access
Client portals give retainer clients branded access to view invoices, make payments, and review billing history without email attachment searches.
Invoice viewing through portals
Clients log into their portal and see outstanding invoices with payment buttons. Invoice details display clearly: services provided, amounts, payment terms, and due dates. No searching email for invoice attachments or requesting resends of lost documents.
One-click payment
Payment buttons connect directly to Stripe or PayPal. Clients click, enter payment details, and complete payment in the portal. No separate payment links to manage. Payment confirmation appears immediately.
Payment history access
Complete billing history shows in client portals: every invoice sent, payment made, and current balance. Clients reference their payment history without requesting statements. Finance teams at client companies access records independently.
Invoice alongside campaign status
Invoices appear in portals alongside campaign status and deliverables. Clients see what they're paying for: campaign progress, coverage secured, and work delivered. Billing connects visually to value received.
White-label presentation
Portals display your agency brand throughout: logo, colors, and custom domain. Clients experience invoicing as part of your agency workflow, not third-party software. Professional presentation reinforces premium positioning.
Portals make invoicing client-facing. Payment happens fast, history stays accessible, and billing connects to the campaign work clients see value in.
How to migrate invoicing to Plutio
Migration from another invoicing tool typically takes 1-2 hours of active work, focusing on setting up recurring invoices rather than historical invoice import.
Step 1: Export payment data (30 mins)
From your current invoicing tool, export:
- Outstanding invoices: Invoices awaiting payment that need tracking
- Client payment terms: Net-15, Net-30, or custom terms per client
- Recurring invoice schedules: Which clients bill when and for how much
Step 2: Set up Plutio invoicing (30 mins)
Connect payment processing, configure invoice settings, and create templates using your exported information as reference. Set up recurring invoices for each retainer client.
Step 3: Handle outstanding invoices
For invoices already sent but not yet paid, you have two options:
- Let them complete in the old system (simpler)
- Recreate them in Plutio if you want immediate consolidation
Step 4: Use Plutio for new invoices
Send all new invoices through Plutio. Recurring invoices begin on their scheduled dates. Manual invoices create from time entries or templates.
Step 5: Keep historical records accessible
Old invoices don't need migration into Plutio. Keep your previous system accessible for reference or export PDFs to a folder structure. Focus Plutio on forward-looking billing.
Step 6: Cancel old tool after transition
Once outstanding invoices from the old system clear and you're comfortable with Plutio billing, cancel that subscription. Maintain read-only access to historical records if needed.
Common migration concerns
- Historical invoices: Keep them in the old system or export as PDFs. You rarely need to reference old invoices in daily operations.
- Client confusion: Brief clients that invoices now come from a new system. Portal access makes payment easier than before.
- Recurring timing: Align Plutio recurring invoices with your existing billing schedule to avoid double-billing or gaps.
Invoicing migration focuses on recurring setup, not historical import. Configure your retainer billing schedules in Plutio and let recurring invoices take over from there.
