Agency invoicing software for the work you agreed to deliver

It supports the preparation, delivery and tracking of client invoices and related payment records. Agency Pilot connects those documents with client context and includes recurring-generation and payment-schedule workflows where eligible. Your team still needs an agreed scope, accurate recipient details and a clear owner for billing questions and exceptions during the engagement.

Yes. The invoice builder supports client and project context, line descriptions, quantities, unit prices, dates and payment terms. Prepare the document from the approved scope and review the total before sending. A project invoice does not have to become recurring simply because the client also purchases an ongoing service from the agency.

The documented schedule supports weekly, monthly, quarterly and yearly frequencies with an interval setting. Review the start date and ending conditions, which can include an end date or an occurrence limit. Choose the schedule that reflects the service agreement and check the next run rather than assuming every retainer must use an identical monthly setup.

Yes. Automatic sending is a separate setting, and generation can produce drafts when sending is not enabled. That can suit a workflow requiring review before issue. If automatic sending is enabled, valid recipients are still necessary. Check the schedule and delivery result instead of treating creation of a recurring rule as proof that the client received an invoice.

No. Recurring generation, sending and autopay are distinct steps. Automatic charging requires the appropriate setup, a saved payment method and the client's agreement. The recurring interface can show that it is waiting for consent. Explain these requirements before relying on a schedule to collect a recurring fee without further client action.

The documented builder supports a deposit-and-balance structure. Advanced options also include milestones, progress percentages and installments, subject to eligibility. Confirm which arrangement matches the agreement and inspect the amounts and release dates. A schedule should explain the client's payment obligation clearly rather than make them infer how the total will be collected.

The documented milestone workflow includes manual release. Assign someone to verify the relevant delivery condition and release the payment at the appropriate time. Do not assume that a completed task automatically releases a billing milestone. Review the invoice schedule with the client when the scope or delivery sequence changes so both sides understand the next amount due.

The portal shows their invoices and supports the connected payment route when it is available. Collection uses the agency's own Stripe account. Check the connection and invoice state during setup, then test the client-facing experience. Seeing an invoice in the portal and completing a successful payment are separate events that should be verified separately.

The invoice detail workflow includes PDF download, sending and reminder actions. Review the recipient and the current payment record before following up. A reminder should reflect the actual outstanding position, particularly if the client recently paid outside Stripe or raised a question that the account manager is still resolving.

The documented workflow allows manual payment records, including the amount and supporting reference information. Enter the payment only after checking the evidence that it was received. A manual entry records the transaction; it does not move money through a bank or card network. Preserve enough context for the team to reconcile and explain the invoice later.

A manually recorded refund documents a refund handled outside Stripe. It does not itself transfer funds. Card-payment refunds are handled in Stripe and reflected through the provider events. Distinguish the financial action from the record update, and confirm the original payment and remaining refundable amount before choosing the appropriate correction workflow.

Changes affect invoices generated from that point forward. Existing generated invoices are not rewritten. Review both the schedule and any already issued document when the service fee or scope changes. Once invoices have been generated, some timing changes require canceling the schedule and creating a new one instead of editing its original frequency or start date.

No. Cancellation stops future invoice generation and leaves previously generated invoices in place. Review outstanding documents separately against the agreement and use the appropriate correction process if necessary. This distinction helps preserve a readable history and prevents a team from assuming that stopping future service automatically resolves every earlier balance.

The builder supports configured tax rates and related invoice calculations. That does not determine which treatment applies to a particular business or transaction, and this page does not claim tax filing or jurisdictional compliance functionality. Use the values approved through your business's own accounting process and review them when preparing the invoice.

Evaluate it as client invoicing and payment workflow software rather than assuming it provides every accounting function. This page does not promise a general ledger, payroll, tax filing or automated bank reconciliation. Define which records remain authoritative in your accounting process and how the team will keep the client billing record consistent with that process.