A multi-project agency invoice workspace for design, marketing, and dev shops billing clients across retainers and one-off projects in Taskade.
What's Included
- Client + Project Database: One client can have multiple active projects, each with its own retainer or scope
- Team Time Log: Every team member's hours roll up by project, with billable/non-billable flag
- Roll-Up Agent: AI agent groups team hours into client-friendly line items (no individual names)
- Approval Board: Board view — Draft → Account Manager Review → Sent → Paid
- Retainer + Overage Logic: Automation flags billable hours over the retainer cap and adds them as overage line items
- AR Dashboard: Outstanding by client, average days-to-pay, biggest overdue accounts
Why This Template Wins
- Team hours roll up cleanly: Clients see "Strategy: 18h" not "Sarah: 4h, Marco: 8h, Lisa: 6h" — agency-grade presentation
- Approval workflow stops mistakes: Account managers review every invoice before send, with Editor permissions for the team
- Overage caught automatically: No more eating hours over the retainer because nobody noticed
How to Use
- Clone this template into your Taskade workspace
- Add your client roster, active projects, and retainer caps
- Connect your time tracker, Stripe, and Gmail
- Train the Roll-Up Agent on how to label hours for each client
- Set up approval triggers so AMs see drafts before invoices send
FAQ
Does this support white-label invoicing?
Yes. Each client record can store a custom logo, color, and "From" name — invoices render in client-branded format if needed.
Can the agent split fixed-fee from hourly billing?
Yes. Project type is stored on the project record. The agent drafts fixed-fee projects as a single line item and hourly projects as time-based line items in the same invoice.
What plan supports an agency team?
Pro ($16/mo annual) handles a 10-person agency. Business ($40/mo) adds advanced approval audit logs and AR analytics.
CTA
Try this template free in Taskade. For approval automation, see /learn/automation/triggers. Pair with CRM Templates. Browse more agency apps in the Community Gallery.