Professional services

Invoices and Receipts for PR Agencies

PR agencies bill monthly retainers for ongoing media relations, project fees for launches and campaigns, and pass-through costs like wire distribution, events and media monitoring. Receipt Caker gives you a browser tool to itemize all of it on a professional invoice with a live preview and automatic totals. When a client pays, you build a matching receipt the same way.

How do PR agencies invoice with Receipt Caker?: Receipt Caker is a free browser tool for building PR agency invoices and receipts. You add lines for a monthly retainer, campaign fees, and pass-through costs such as wire distribution or events, then enter the amounts. Subtotal, tax and total update automatically in the live preview. Add your agency details, then export a PNG free or a watermark-free PDF with your logo on Pro.

Documents pr agencies issue

Retainer invoice

Charges a fixed monthly retainer for ongoing media relations, with the period noted.

Campaign invoice

Bills a defined launch or campaign, often split across agreed milestones.

Expense recharge

Passes through wire distribution, event costs or media monitoring paid for the client.

Payment receipt

Confirms a client payment, recording the amount, date and services settled.

Why pr agencies use Receipt Caker

Combine retainers, campaign fees and expenses on one invoice.
Tax and totals recalculate automatically as you add line items.
Brand every document with your agency logo on the Pro plan.
No signup, and client figures render privately in your browser.
Export a free PNG or a watermark-free PDF to email to clients.

How the billing workflow works

1
List services and costs
Add lines for the retainer, any campaign fees, and pass-through costs recharged.
2
Enter amounts and tax
Set fixed fees or quantities and rates and a tax rate; totals update in the preview.
3
Add the header
Fill in your agency name, the client, invoice number, dates and payment terms.
4
Export and send
Download a PNG free or a PDF on Pro, then send the invoice to the client yourself.

Retainers and campaigns on one invoice

PR billing usually pairs a steady monthly retainer for ongoing media relations with variable project work around launches and campaigns. In one month a client might owe the retainer plus a fee for a product launch and the cost of a wire distribution you arranged. Receipt Caker lets you put all three on one invoice, each as its own line, so the client sees the full month clearly.

The live preview and automatic totals mean the figure at the bottom always matches the lines. Add a campaign line and the total updates immediately.

Passing through media costs

Agencies frequently arrange and pay for things on a client's behalf: press wire distribution, event venues and catering, media monitoring subscriptions and photography. Listing each as a clearly labelled line, separate from your retainer and campaign fees, makes it obvious what is your service and what is a recovered cost.

Because you write the descriptions, you can name the specific outlet, event or service, which speeds up approval from a client checking the bill.

Presentation that matches the pitch

PR is a business of reputation and presentation, so an untidy invoice sits oddly next to the polished work you deliver. A clean, consistent document reinforces that your agency is professional in every detail.

On the Pro plan you add your own logo and export a watermark-free PDF, so the invoice carries your brand. Everything renders in the browser, and Receipt Caker produces the document only; you send it and follow up yourself.

Frequently asked questions

Can I bill a retainer and a campaign in the same month?

Yes. Receipt Caker uses line items, so you add the fixed monthly retainer on one line, noting the period it covers, and then add one or more lines for the campaign or launch work, which you can split across milestones if that matches your agreement. Each line carries its own description and amount, so the client can see clearly what makes up the bill. If you arranged pass-through costs such as wire distribution or an event, add those as further lines. The subtotal, tax and total recalculate automatically in the live preview, so the grand total always reconciles with the detail. This gives the client a single, clear document for the period rather than several separate bills. When it is paid you issue a matching receipt. The tool builds and exports the invoice; it does not run recurring billing, so you create each month's document and send it yourself.

How do I recharge press wire, events or monitoring costs?

List each pass-through cost as its own line item, separate from your retainer and campaign fees. Typical PR examples include press wire or newswire distribution, event venue and catering costs, media monitoring subscriptions, and photography, and you give each a clear description and amount so the client can see exactly what is being recovered. Keeping recharged costs distinct from your service fees makes the invoice transparent and speeds up approval. Receipt Caker totals everything and applies your tax rate as you type in the live preview, so the bottom figure always matches the detail. If different costs are taxed differently, describe them clearly. When the invoice is paid, you can issue a receipt recording the settled amount. As with everything in the tool, it generates and exports the document; paying the third-party costs and reconciling them in your own accounts remains your responsibility.

Can I brand the invoice with my agency identity?

Yes. On the Pro plan you upload your own logo, it appears on the document, and you export a watermark-free PDF, so the invoice looks like it came from your agency. The free tier still lets you build a complete, itemized invoice or receipt and export it as a PNG image, though that image carries a small watermark. For a PR agency, where presentation is part of the product, the branded PDF is usually worth it because the invoice becomes another reflection of your professionalism. Everything is generated client-side in your browser, so the figures you enter are not sent elsewhere to be rendered. Beyond the logo you control the line items, descriptions, business details and payment terms, so the whole document carries your identity. Once exported you send it to the client yourself; Receipt Caker is the generator, not a sending or payment platform.

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