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.

Updated: 16 October 2026

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 Germany

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

VAT: Standard rate 19 %, reduced rate 7 %. Which rate applies to which supply depends on the case. Saldiqo calculates each invoice line with the rate you pick.
Small business scheme: Under section 19 of the VAT Act (UStG) you charge no VAT as long as your turnover was at most €25,000 last year and is at most €100,000 this year. Saldiqo shows how much room is left and adds the note to your invoice.
Mandatory details: Under section 14 UStG every invoice shows a tax number or VAT ID, a consecutive invoice number, the date of supply and the recipient. Saldiqo checks this before you finalise an invoice. Small invoices up to €250 gross need fewer details.
E-invoicing: All businesses have had to be able to receive e-invoices since 1 January 2025. Issuing becomes mandatory from 2027 if last year’s turnover was above €800,000, and from 2028 for domestic business-to-business sales in all cases. Small businesses under section 19 are exempt. Saldiqo creates XRechnung and ZUGFeRD.
VAT return: The advance VAT return goes to the tax office through ELSTER, by the 10th after the end of the period. You file monthly if last year’s VAT was above €9,000 and quarterly above €2,000. Saldiqo provides the figures; you file in ELSTER or through your tax adviser.
Record keeping: Keep invoices and accounting vouchers for 8 years, books for 10 years and business letters for 6 years. The period starts at the end of the calendar year.
Late payment: In the second half of 2026 the default interest rate is 10.52 % between businesses and 6.52 % towards consumers, plus a €40 flat fee that applies to businesses only. Saldiqo has reminder levels with deadlines and fees.
Getting paid: Every invoice carries a GiroCode (EPC QR) that customers scan with their banking app. You match payments by uploading the bank statement as CSV or CAMT.
Tax adviser: Cash-basis profit calculation (EÜR), a DATEV export and a separate login for your tax adviser are built in.

For agencies in Germany

If you commission self-employed creatives, the artists’ social insurance levy may apply. With a cost centre for freelancer fees you have the yearly total at hand. Whether and what you pay you clear with your tax adviser.

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 Germany have to charge VAT?

Yes, unless they qualify as small businesses under section 19 UStG. That applies when turnover was at most €25,000 last year and is at most €100,000 this year. The limit is hard: VAT is due on the sale that takes you over it.

Do agencies in Germany need e-invoicing?

Every business must be able to receive e-invoices since 2025. Issuing is mandatory from 2027 if last year’s turnover was above €800,000, and from 2028 for domestic business-to-business sales in general. Small businesses, invoices up to €250 and tickets are exempt. Private customers still get a normal invoice.

How long do agencies have to keep invoices?

Invoices and vouchers for 8 years, books for 10 years and business letters for 6 years, counted from the end of the calendar year. You can store receipts digitally in Saldiqo. The legal duty to keep records and to document your procedures stays with you.

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