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Accounting and invoicing for agencies

Pitch won, project started, freelancer hired, media budget spent: an agency bills in projects and needs income and expenses for every project. Saldiqo takes you from the quote through stage invoices to the final invoice and shows what is left per project.

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What comes up for agencies

Projects instead of single invoices

Concept, delivery, rounds of changes, sign-off: a project runs for months and is billed in stages. In the end everything has to match the quote.

Re-invoicing third-party costs

Print, media budget, stock images, freelancers: you advance costs and bill them to the client. Without allocation you do not know at the end of the project what was earned.

Retainers and flat fees

Ongoing care is billed monthly. The invoice repeats, but the payment still has to be checked.

Team and tax adviser

Several people in the agency work with invoices. Who may see and change what should be clearly regulated.

How Saldiqo helps

  • Stages and final invoiceYou issue milestones as stage or part invoices straight from the quote. The final invoice deducts them automatically.
  • Cost centre per client or projectAssign invoices, expenses and receipts to a project and see in the report what it brings in and costs.
  • Record third-party costsYou record receipts and invoices from service providers as expenses with the same cost centre as the project.
  • Retainer as a recurring invoiceThe monthly invoice is created on a fixed date without writing it each time.
  • Roles in the teamTeam members and tax adviser get their own logins with their own rights.

Typical invoice lines

Examples that often appear on invoices in this industry. You set the prices yourself.

  • Concept and strategy, flat fee
  • Campaign delivery, milestone 2 of 3
  • Re-invoiced print costs as per receipt
  • Freelancer fee, passed through
  • Retainer for November
  • Rounds of changes by effort, hours

Tax and invoicing in the UK

What applies to invoices in the UK, in short. As of October 2026.

VAT
Standard rate 20 %, reduced rate 5 % and zero rate 0 %. Saldiqo calculates each invoice line with the rate you pick.
VAT registration
You must register once your taxable turnover passes £90,000 over any 12 months, or you expect to pass it within the next 30 days. You can deregister below £88,000. Until you are registered, your invoices show no VAT, and Saldiqo adds up your 12-month turnover for you.
What goes on an invoice
If you are VAT registered: your VAT number, the tax point, unit prices and the VAT total in pounds. A limited company shows its registered name on every invoice, and its company number, registered office and part of the UK on letters, order forms and the website.
E-invoicing
There is no mandate today. From April 2029 e-invoicing is planned for all B2B and B2G sales that carry VAT, through Peppol. The exact date and standard are not yet in law, and the government’s roadmap follows with the Budget on 28 October 2026.
VAT returns
VAT returns go to HMRC through Making Tax Digital, usually quarterly, due one month and seven days after the period. Saldiqo shows sales and VAT per rate and exports CSV. It does not submit to HMRC, and for Making Tax Digital you need software recognised by HMRC.
Record keeping
Keep VAT records for 6 years.
Late payment
Statutory interest on late business payments is the Bank Rate (3.75 % in the second half of 2026) plus 8 points, so 11.75 %. On top comes fixed compensation of £40, £70 or £100, depending on the amount owed (under £1,000, from £1,000, from £10,000). Consumers have no statutory interest.
Getting paid
Your sort code and account number are on every invoice. Customers pay by Faster Payments or Bacs, and banks check the account name with Confirmation of Payee. There is no QR standard in the UK.

Frequently asked questions

Can I bill projects with stage invoices?

Yes. You create stage or part invoices straight from the quote. The final invoice deducts them.

How do I see whether a project makes a profit?

With cost centres. You assign invoices and expenses to a project and see the report per cost centre.

Are there roles for my team?

Yes. You invite team members and your tax adviser with their own logins and their own rights.

Do agencies in the UK have to charge VAT?

Only once they are VAT registered. Registration is required when taxable turnover passes £90,000 over any 12 months, or is expected to within the next 30 days. Below that you may register voluntarily. If you are not registered, you must not show VAT on your invoices.

Do agencies in the UK need e-invoicing?

Not today. A mandate for B2B and B2G sales with VAT is planned from April 2029, and the details were still open as of October 2026. You can keep sending PDF invoices for now.

How long should agencies keep invoices?

Keep VAT records for 6 years. You can store receipts digitally in Saldiqo. The legal duty to keep records stays with you.

Try Saldiqo for free

Write invoices, match payments, collect receipts and send reminders: free and without a trial period.

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As of October 2026. General information, not legal or tax advice, without guarantee. For your case ask your tax adviser.