Payment processing for agencies
Get paid the way your agency bills.
Marketing, creative, web and development agencies bill in retainers, deposits and milestones. Collect each one by card or eligible bank payment, and keep every client’s payments in view.
- Recurring billing for monthly retainers
- Invoices for project deposits and milestones
- Card and eligible ACH (bank account) payments
Sample data: a fictional agency’s recent client payments. A project deposit and a monthly retainer paid by card, a milestone payment by ACH still processing and a workshop paid by phone.
Retainers, deposits and milestones
Bill the engagement the way it runs.
Agency work mixes ongoing fees with one-time project fees. Use the payment tool that fits each one.
Monthly retainers
Bill each retainer with recurring billing, then review upcoming payments and schedules with your other activity.
Project deposits
Invoice the deposit before the work begins, so the first payment has a clear amount, purpose and status.
Milestone invoices
Invoice each milestone as you deliver it, then track its payment status and the outstanding balance.
Sample data: a $9,000 milestone invoice ready to send, and a $4,500 monthly retainer with its next scheduled date.
Large client payments
Large invoices can move by bank.
ACH moves money directly between bank accounts. Use it for client invoices and other large or repeat payments, and follow each one through your merchant tools.
Follow the status
Review ACH transaction details and statuses. A payment marked Processing is different from settled funds.
Know the limits
Availability, transaction limits and processing times depend on the approved merchant setup.
Sample data: a fictional agency’s ACH transactions in October. Two milestone payments, one still processing, and a website care invoice, paid.
Proposals and phone calls
Paid from the proposal, or over the phone.
Some clients pay as soon as they approve a proposal. Others would rather call. Give each one a direct way to pay.
Payment links in proposals
Add a hosted, branded payment link to a proposal or statement of work, so the client can pay the deposit from it.
Payments by phone
When a client calls to pay, enter their payment details in the browser-based virtual terminal. No card reader required.
Sample data: a hosted payment page for a $6,000 project deposit, and an $1,800 payment entered in the virtual terminal.
Client records and reporting
Know where your payments stand.
Keep a customer record for each client. Then use your reports to see what was paid, what is owed and what was deposited.
Paid
Review card and ACH transactions with their processing dates, amounts, statuses and details.
Outstanding
Follow invoice payment statuses and outstanding balances for every client you bill.
Deposited
Review deposits, returns and disbursement records, then export the activity you need.
Sample data: a fictional agency’s customer records, each with a contact email, the total paid and an active status.
Good questions. Clear answers.
Agency payment questions.
Can my agency bill monthly retainers?
Yes. Bill ongoing fees such as retainers with recurring billing, then review upcoming payments and recurring schedules in your scheduled transactions report.
How do I take a project deposit from a client?
Send an invoice for the deposit, or add a hosted, branded payment link to your proposal. Either way, the client sees a clear amount and purpose before they pay.
How can I track ACH payments?
ACH payments are payments from a customer’s bank account. Review each one’s details and status in the ACH transactions view, then follow deposits, returns and recorded disbursements in bank activity. A payment marked Processing is not yet settled funds, and merchant limits and processing times apply.
Can a client pay by phone?
Yes. Manually enter the client’s payment details in the browser-based virtual terminal to collect the payment remotely. No card reader required.
Can I see what each client has paid?
Yes. Search your customer records to see each client’s status and payment-related details, and use custom transaction views to build reports and schedule their delivery by email.
What happens to my existing subscriptions?
Moving recurring payments needs its own review. Platform rules, payment tokens and your existing billing setup can affect what can move and how, so plan the transition before you change your current payment workflow.