7 Tools to Simplify Your Client Billing Process in 2025

Between frantically managing client lists on Google Sheets, throwing together an invoice, and chasing unpaid projects, you pause and think "There's got to be a better way!"

And there is: A client billing software takes the pain out of charging clients for businesses like creative agencies which often contend with delayed payments due to inefficient invoicing and billing systems. 

However, setting up a well-oiled client billing system may involve a lot of trial and error. And let's not even begin with the dizzying list of options that are outrageously expensive yet end up being an 'overkill' for creative agencies with unique needs. 

This article whittles your options down to the best client billing tools made to meet creative agencies' precise requirements. Let's find out which one will make your invoicing/billing process 10x better. 

How Do Creative Agencies Charge Their Clients? A Quick Look at Client Billing Trends

Creative agencies are adopting new practices to make client billing more efficient, professional, and client-friendly. Here's a deeper look at the trends shaping how agencies charge their clients, backed by data and examples.

1. Automation

Manually creating invoices, tracking payments, and chasing late fees not only wastes valuable time but also leads to costly errors and strained client relationships.

Billing automation tools solve this by:

• Generating invoices automatically for retainers or recurring payments.
• Sending reminders to clients for upcoming or overdue payments.
• Tracking payment statuses in real time, reducing administrative headaches.

📌 Why it matters: Billing inefficiencies don't just waste time—they cost money. A recent survey of global business leaders revealed that 38% of businesses have lost sales due to inflexible billing systems. For creative agencies, this could mean losing valuable clients who expect a seamless payment experience.

2. Multi-Channel Payment Options

Providing flexible payment options is no longer a nice-to-have—it’s a client expectation. As more businesses and consumers move away from cash, agencies are adapting by supporting a variety of payment methods, such as:

• ACH transfers for larger payments like retainers.
• Credit cards for recurring services or convenience.
• Digital wallets like Stripe and PayPal for quick, easy transactions.

📌 Why this matters: A McKinsey & Co. report highlights a nearly four-percentage-point decline in global cash usage in 2022, with significant growth in digital payments. Payment preferences also vary based on client location and purchase type, making it critical for agencies to offer fast, secure, and flexible options.

3. Integrated Client Portals

Many agencies are moving toward integrated client portals that centralize billing, communication, and project management. These portals give clients a single place to handle all their interactions with the agency, improving both transparency and convenience. 

With a client portal, clients can:

• View and pay invoices securely in one place.
• Access project updates, milestones, and important documents, such as contracts or creative briefs.
• Send and receive messages directly, reducing the need for fragmented email threads.

📌 Why it matters: The client portal software market was valued at $1.7 billion in 2023 and is projected to grow at an annual rate of 8% between 2024 and 2032. This growth is driven by the increasing demand for smoother, more personalized client interactions. Agencies adopting these portals not only enhance the client experience but also differentiate themselves from competitors focused on traditional communication methods.

7 Tools to Simplify Your Client Billing Process in 2025 (and Beyond)

Client billing can be a headache for creative agencies, but the right tools can make all the difference. From automating invoices to offering flexible payment options and branded client portals, modern software solutions simplify the process and save time.

Here are seven tools designed to streamline billing, reduce stress, and let you focus on what matters most—delivering great work.

1. ManyRequests

🔥 Best for automated invoicing, multi-channel payments, and a customizable client portal.

ManyRequests is designed to tackle the operational and billing challenges creative agencies face. 

By combining invoicing, payment management, and client interaction, ManyRequests gives agencies–and clients–a single source of truth so everyone is always on the same page. 

Let’s look at how it addresses client billing needs:

A Centralized System for Billing and Project Management

For agencies managing a high volume of client requests, keeping everything centralized is critical. ManyRequests consolidates billing, client communication, and project management into a single portal:

• Invoices and Payments: Clients can access and pay their invoices directly from the portal, reducing back-and-forth communication and making payments more straightforward.
• Custom Branded Portals: Agencies can customize their portals with their logo, domain, and colors, creating a professional and seamless client experience.
• Productized Services: Agencies can sell recurring services or hourly packs via checkout forms, letting clients manage subscriptions and balances on their own.

Before using ManyRequests, Prontto, a Colombian firm specializing in 3D digital visualization, struggled to manage client onboarding, billing, and project tracking across different tools. 

After switching to ManyRequests, they centralized all these processes. Clients can now log in to view invoices, submit project briefs, and manage payments—all in one place. This helped Prontto save time, reduce errors, and offer a smoother client experience.

Automated Billing to Save Time and Reduce Errors

Manually invoicing clients and tracking payments can be a drain on time and resources. ManyRequests automates these processes, allowing agencies to:

• Generate invoices automatically for recurring services or subscriptions.
• Track payment statuses in real time, ensuring no overdue payments are overlooked.
• Use Stripe integration to accept payments securely and mark invoices as paid automatically.

55 KNOTS, an Australian design agency, leveraged ManyRequests’ automated billing and Stripe integration to charge clients on a recurring monthly basis. By removing manual invoicing, they streamlined their operations and gained predictability over their cash flow. This efficiency allowed the agency to focus on growing its business and maintaining strong customer retention.

Streamlined Requests and Subscriptions

For subscription-based agencies, managing multiple requests and subscriptions can quickly become overwhelming. ManyRequests simplifies this by offering:

• Service Catalogs: Clients can view and purchase recurring or one-off services directly through the portal.
• Hourly Pack Management: Clients can track their usage, top-up hours, and view their balances in real time.

DarkRoast, a Canadian design agency, used ManyRequests to manage its subscription-based services. Clients can now purchase additional hours and manage their subscriptions through the portal. This self-service functionality has reduced the administrative workload for DarkRoast while giving clients more control and visibility.

Enhancing the Client Experience Through Feedback and Collaboration

Billing isn’t just about getting paid—it’s part of a larger client journey. ManyRequests enhances this journey by integrating feedback tools directly into its platform:

• Clients can annotate design proofs or use Loom integration for video feedback.
• Agency teams can track revisions and ensure timely project delivery.

DarkRoast also used ManyRequests’ design annotation and Loom integration to simplify client feedback. Clients no longer need external tools or long email threads—they can leave detailed feedback directly in the app, speeding up approvals and reducing confusion.

Discover how ManyRequests’ billing and invoicing features can improve your agency’s cash flow, or sign up for a free trial today to test if it’s the right fit for your business. 

Pricing Overview

• Starter Plan: $99/month ($79/month billed annually)
• Core Plan: $149/month ($119/month billed annually)
• Pro Plan: $399/month ($319/month billed annually)
• Enterprise Plan: Custom pricing

2. FreshBooks

🔥 Best for small businesses needing straightforward invoicing and expense tracking.

FreshBooks is best suited for smaller creative agencies or freelancers who prioritize simplicity and essential billing tools. While it may lack advanced customization options or integrations found in other tools, its focus on streamlined invoicing and payment tracking makes it a solid choice for agencies managing straightforward billing needs.

Key Client Billing Features 

a. Automated Invoicing and Payment Reminders

FreshBooks allows agencies to create and send professional invoices with just a few clicks. Its recurring invoicing feature ensures that invoices for monthly retainers are automatically sent on schedule. Built-in payment reminders help reduce late payments by notifying clients when invoices are due or overdue.

b. Flexible Multi-Channel Payments

FreshBooks supports online payments via credit cards and ACH transfers, making it easier for clients to pay quickly. This flexibility caters to client preferences and ensures smoother transactions. Agencies can also track which invoices have been paid and which are still pending.

c. Branded Invoices for a Professional Touch

FreshBooks offers customizable invoicing templates, allowing agencies to add their logo, colors, and business details. This gives invoices a professional look while reinforcing the agency’s branding in every interaction with clients.

Pricing Overview

• Lite Plan: $19/month – For agencies with up to 5 clients.
• Plus Plan: $33/month – Suitable for agencies with up to 50 clients.
• Premium Plan: $60/month – Designed for agencies managing up to 500 clients.
• Custom Plan: Tailored pricing for agencies with advanced needs or a larger client base.

3. QuickBooks Online

🔥 Best for agencies requiring robust accounting alongside invoicing.

QuickBooks Online is ideal for creative agencies that need invoicing tools integrated with full-fledged accounting features. It’s particularly useful for agencies managing high volumes of transactions or those requiring advanced reporting and financial oversight. 

While its fees for credit card payments may not suit every agency, QuickBooks offers the flexibility and reliability that many businesses need for client billing.

Key Client Billing Features

a. Professional Invoicing with Payment Links

QuickBooks Online allows agencies to create and send detailed, professional invoices. Clients can pay directly using a link included in the invoice, which supports both credit card and ACH payments. This feature is especially useful for agencies seeking faster payments while offering clients multiple payment options.

b. Recurring Billing for Retainer Clients

For agencies managing long-term client relationships, QuickBooks’ recurring billing feature ensures that invoices are automatically sent on schedule. This reduces manual work, provides predictable cash flow, and minimizes the risk of missed invoices.

c. Multi-Channel Payment Support

QuickBooks supports credit card and ACH payments, catering to client preferences. While credit card payments incur a processing fee of around 2-3%, this method often results in faster payments. Agencies can also offer clients the flexibility to pay via check or other methods, tracking all payment types within the platform for seamless financial management.

Pricing Overview

• Simple Start: $15/month – For solo agencies or freelancers.
• Essentials: $27.50/month – Adds support for up to 3 users and bill tracking.
• Plus: $42.50/month – Suitable for growing agencies with up to 5 users.
• Advanced: $100/month – Includes custom workflows, analytics, and support for larger teams.

4. Xero

🔥 Best for agencies looking for scalable, cloud-based invoicing with multi-currency support.

Xero is a cloud-based accounting solution tailored for creative agencies seeking scalable invoicing capabilities, especially those dealing with international clients. Its multi-currency support and comprehensive features make it a strong contender for agencies aiming to streamline their billing processes.

Key Client Billing Features 

a. Customizable Online Invoicing

Xero enables agencies to create and send personalized invoices that reflect their brand identity. With customizable templates, businesses can incorporate their logo and specific payment terms, ensuring a professional appearance that resonates with clients.

b. Multi-Currency Invoicing

For agencies operating globally, Xero's multi-currency functionality is invaluable. It allows invoicing in over 160 currencies, with real-time exchange rates ensuring accuracy. This feature simplifies transactions with international clients, providing clarity and reducing potential currency conversion issues.

c. Automated Invoice Reminders

To assist in maintaining timely payments, Xero offers automated reminders. Agencies can set up these reminders to notify clients of upcoming or overdue invoices, reducing the administrative burden of manual follow-ups and improving cash flow.

Pricing Overview

• Early: $20/month – Suitable for sole traders and new businesses.
• Growing: $47/month – Designed for growing small businesses.
• Established: $80/month – Ideal for established businesses with more complex needs.

5. Zoho Invoice

🔥 Best for agencies needing customizable invoices on a budget.

Zoho Invoice is a free, cloud-based invoicing solution tailored for small to medium-sized creative agencies seeking customizable invoicing without a hefty price tag. Its user-friendly interface and robust features make it an attractive option for agencies aiming to streamline their billing processes efficiently.

Key Client Billing Features 

a. Professional Invoice Customization

Zoho Invoice offers a variety of fully customizable templates, allowing agencies to create invoices that align with their brand identity. Users can modify elements such as logos, colors, and item tables to ensure each invoice reflects the agency's professionalism and unique style.

b. Automated Payment Reminders

To facilitate timely payments, Zoho Invoice enables agencies to set up automated payment reminders. This feature reduces the administrative burden of manual follow-ups and helps maintain healthy cash flow by prompting clients about upcoming or overdue payments.

c. Client Portal Access

Zoho Invoice provides a self-service client portal where clients can view and pay invoices, access project details, and download statements. This transparency enhances client relationships and streamlines communication regarding billing and project status.

Pricing Overview

• Free: Zoho Invoice is entirely free for all users, offering full access to its features without any subscription fees.

Note: While Zoho Invoice is free, certain advanced features or integrations may require additional Zoho products, which could involve costs.

6. HoneyBook

🔥 Best for freelancers and small agencies that want an integrated client and project management tool.

HoneyBook is a comprehensive platform designed for freelancers and small agencies who need a unified tool for managing client relationships, billing, and projects. Its intuitive interface and automation features make it a popular choice for agencies looking to streamline administrative tasks and enhance client interactions.

Key Client Billing Features

a. Automated Invoicing and Payment Plans

HoneyBook allows agencies to create and send professional invoices with built-in automation. When a client inquiry is received, HoneyBook can automatically populate client information into invoices and contracts, making the process quick and error-free. The platform also supports automatic payment plans, allowing agencies to bill clients weekly, monthly, or on custom schedules.

b. Integrated Payment Options

HoneyBook supports multiple payment methods, including credit cards, ACH transfers, and direct bank payments. Clients can pay securely online, and payments are automatically tracked within the platform. This flexibility makes it easy for agencies to accommodate client preferences while maintaining accurate financial records.

c. Pre-Built and Customizable Templates

HoneyBook provides pre-built templates for invoices and contracts, which can be customized to align with an agency’s branding. These templates streamline the billing process and ensure consistency across client communications.

Pricing Overview

• Starter Plan: $16/month – Ideal for freelancers managing a limited number of clients.
• Essentials Plan: $32/month – Designed for small agencies with growing client needs.
• Premium Plan: $66/month – For agencies handling a higher volume of projects and team members.

7. Wave

🔥 Best for small teams and freelancers seeking free invoicing with payment options

Wave is a free, cloud-based accounting platform tailored for small teams and freelancers seeking efficient invoicing solutions with integrated payment capabilities. Its user-friendly interface and cost-effective services make it an attractive option for budget-conscious agencies.

Key Client Billing Features

a. Unlimited Customized Invoicing

Wave allows users to create and send an unlimited number of invoices, all customizable to reflect the agency's branding. This feature ensures that even small teams can maintain a professional image without incurring additional costs.

b. Integrated Payment Processing

Wave offers built-in payment processing, enabling clients to pay invoices directly online via credit card or ACH transfer. This integration facilitates quicker payments and simplifies the tracking of outstanding invoices.

c. Recurring Billing and Automated Reminders

For agencies with ongoing client relationships, Wave supports recurring invoices and automatic payment reminders. These features help maintain consistent cash flow and reduce the administrative burden of manual follow-ups.

Pricing Overview

• Wave Accounting & Invoicing: Free – Includes unlimited invoicing, expense tracking, and basic accounting features.
• Payment Processing Fees: 2.9% + $0.60 per transaction for credit cards; 1% per transaction for ACH payments.

Note: While the core features are free, payment processing services incur transaction fees.

Simplify Client Billing with ManyRequests

Managing client billing doesn’t have to be a hassle. From automating invoices and offering multi-channel payments to creating professional, branded client portals, the tools we’ve discussed can help creative agencies streamline their billing processes and reclaim valuable time. 

But for agencies looking for a comprehensive solution that integrates billing with client management and customization, ManyRequests stands out as the top choice. With its all-in-one client portal, automated invoicing, and customizable branding, ManyRequests offers everything you need to simplify billing while improving your client experience.

Start your 14-day free trial today and see how it can transform the way your agency works.