Invoicing · Professional services
Project invoicing for agencies, consultants and studios
Invoice a deposit before the work starts and the balance on delivery, each with its own pay link, and stop losing a week a month to writing invoices and asking whether they landed.
No card to start M-Pesa native One shared ledger
How it runs
50% up front
raised, sent and collected before the work starts
- Deposit up front, balance on delivery, both on a pay link.
- 50% up front — raised, sent and collected before the work starts
- Same customers, same ledger, one follow-up trail
Built for operators like you
Who this is for
If you run Professional services and bill the same customers again and again, this page is for you.
- Invoicing
- Professional services
Agency billing is not complicated, it is just relentless. Every project is a deposit before anything starts and a balance when it ships, sometimes a change order in between, and each one is a document somebody has to build, brand, attach and send. Then the harder half begins: working out which of the invoices sitting in the folder have actually been paid, and asking a client you want to keep whether they have seen the one from six weeks ago.
What agencies actually lose time to
- Rebuilding the same invoice layout in a document editor for every project
- Clients who pay into the bank while the invoice record still says unpaid
- Chasing a balance without knowing whether the deposit was ever reconciled
- Having no clean statement to send a client who asks what they have paid this year
Raise the invoice in seconds, branded
Build a branded invoice with line items, rates and a due date, and send it straight to the client's inbox - PDF attached, secure pay link inside. Your logo, your business details, and 16% VAT applied and shown correctly so the client's finance team can process it without coming back to you.
For work that bills in two parts, raise the deposit as its own invoice and the balance as another against the same customer. Both sit against one customer record and one balance, so at any point you can see what a client owes across every project rather than per document.
Let them pay on the link, however they pay
The pay link takes M-Pesa STK push - the client enters their number and approves the prompt on their phone, no account and no app - and card on the same page. Payments record themselves, update the invoice and clear the balance through webhooks, and a branded PDF receipt is emailed the moment the payment settles.
Corporate clients will still pay by bank transfer. Your paybill, till, bank and cheque instructions are printed on the invoice itself, and when the money lands you upload the statement - CSV, Excel, or a PDF the bank emailed you, including a scanned one. BillGrid reads each incoming transaction, proposes the invoice it settles, and posts only what you confirm.
For a deposit you want paid before you write a proposal, a public pay link collects a one-off or open amount without the client signing in to anything.
Retainers bill themselves
Clients on a monthly retainer go on a recurring plan: set it up once and BillGrid raises and sends each invoice on schedule, every cycle, without anyone remembering. The same customer can carry a retainer and one-off project invoices at the same time, on one ledger.
Know what is outstanding, without asking
Balances are aged 30, 60 and 90 days with a ranked list of who owes most, so the follow-up conversation is a short list rather than a scroll through a folder. Automatic reminders go out on the schedule you set, in your name, so you are not the one sending the third polite message. Any client can be handed a statement for any date range - useful at year end, and useful the moment someone disputes what was paid.
Pay the people who did the work
Contractors, freelancers and staff get paid from the same place the money came in: supplier payouts to mobile money or bank accounts, with approvals and daily limits you control. Money in and money out live next to each other, which is the only way the month actually reconciles.
What you’ll need
Recurring billing is a paid product, priced on what you bill - so a small scheme pays like a small scheme and nothing is capped as you grow. Start with a 14-day trial of the whole thing, no card required, and we will quote you before it ends.
On the ledger
The parts of BillGrid doing the work here
Run this on BillGrid
Set up in minutes — no card required — or book a walkthrough mapped to your billing cycle.