People search “invoicing software for agencies” for a reason

A studio, a marketing shop, or a two-person creative team already knows the work. The gap is the paper trail once more than one person touches the client. You search invoicing software for agencies because the quote lives in one inbox, the invoice in another, and the “can you send this?” in a third. Freelance tools that cap you at two invoices a month, or that only have one login, send the second person back to Word.

Retainers, projects, and milestones are not one PDF

Agency work rarely bills as a single file: • A retainer that repeats every month • A project with a deposit, then a final • A scope change that needs new lines, not a new filename If each of those is a fresh Word document, the client’s finance team cannot tell which one is current. Invoicing software for agencies keeps the client once, then adds the next document on the same record.

A second person should not share the owner login

The moment someone else sends invoices, one shared password is the wrong plan. They need their own access. The owner still needs to see what went out. That is the Agency job: invite a member, keep client projects in one place, and stop forwarding PDFs internally so someone else can “just send it.” If you are still the only person who invoices, you do not need that seat yet. Solo is the plan until a second user is real.

Starter caps and $40 seats are both the wrong bill

Invoice2go-style Starter plans often cap you around two invoices a month. Fine for a side gig. Brutal for an agency that sends a deposit and a final in the same week. The other trap is a team plan priced like a five-user suite when you only need one colleague. PortaFact Agency is about $10/mo for members and client projects. Solo stays about $5/mo with unlimited quotes and invoices for one owner. Invoice2go may still win if you already live in its payment rails or BILL accounting sync. If the pain is the cap, or the price of a second seat, test this before you pay for a bigger brand.

A week that still fits a small studio

Keep the client conversation wherever it already happens. Move the official copy: 1. Save the client once (name, email, how they want to be billed). 2. Write the quote while the brief is still fuzzy. 3. Convert quote to invoice when the deposit, the milestone, or the retainer is due. 4. Send a portal link — finance can reopen it. WhatsApp can carry the link. The thread is not the ledger. 5. If it stays open, remind from that same invoice. A second user can send it without your login. Recurring retainers should be a recurring invoice, not a monthly copy-paste.

How PortaFact splits Solo and Agency

PortaFact is invoicing software for small agencies still in Word, email, and WhatsApp: • Solo ~$5/mo — one owner, unlimited quotes and invoices, reminders, client portal. No two-invoices-a-month cap. • Agency ~$10/mo — members, client projects, the same documents. Buy it when a second person or project folders are real. • The client portal is a link: pay, promise a date, or ask a question. They do not need a PortaFact account. • Web and Android, same account. Your PortaFact subscription is separate from optional online payment on a client invoice. Connect client payments when you want them. They are not the same as paying for Agency. This is not a project-management suite and not a bookkeeping ledger. Quotes, invoices, follow-up, and a small team.

Who this page is for

• Design, marketing, and creative studios with more than one person on the invoice • Owners who still rebuild the PDF after a scope change • Teams hitting a two-invoice starter cap, or paying enterprise prices for a second seat If you invoice alone, the freelancers page is the better fit — stay on Solo. If two invoices a month is honestly enough and you like your current tool, you do not need this page.

Send one real agency invoice this week

Create a PortaFact account, add one client, send one invoice, share the portal link. Invite a teammate only if they will actually send the next one. Trial → https://app.portafact.com/register?utm_source=blog&utm_medium=article&utm_campaign=seo_invoicing-software-for-agencies