Build an Invoice Tracker for Agencies
Track retainer and project invoices across every client account so account managers always see what's paid and what's due. Free to start.
16,198+ sites created with Kleap in the last 30 days
A working app, not a template
What it is
An invoice-tracking app for agencies is a web tool that records client invoices, whether monthly retainers or one-off project fees, and tracks each one from sent to paid or overdue. It gives an agency a single view of receivables across every client account.
What your agencies invoice tracks
Every field below is one you can add, rename, or remove by chatting with Kleap — a starting point tuned for agencies.
Client account name
Groups all invoices under one account so you see the full receivable per client relationship.
Invoice number
Gives finance and the client a shared reference for reconciliation and follow-up.
Billing type
Flags whether the invoice is a recurring retainer or a project fee, which drives forecasting.
Billing period
Records the month a retainer covers, essential when the same client is billed every cycle.
Amount
The invoiced value that feeds your outstanding balance and revenue view.
Account manager
Assigns an owner to chase the invoice, since the AM holds the client relationship.
Issue date
Anchors the invoice to the billing cycle and starts the payment terms.
Due date
Marks when a retainer or project payment is expected so slippage is visible.
Status
Tracks each invoice as draft, sent, paid, or overdue across all accounts.
What good looks like for agencies
One app, a view for everyone
Agency owner or finance lead
Total outstanding and how much revenue is recurring versus one-off.
Account manager
Which of their client's invoices are unpaid before the next check-in.
Client finance contact
The amount, period covered, and due date on their invoice.
Buy a tool, or own one built for you
Off-the-shelf software makes you fit its mold. With Kleap you describe the invoice you actually want and own it outright.
A typical invoice
- Monthly per-seat fees that grow with your team
- Your data lives on their servers, in their format
- Fixed features — you adapt to the tool, not the reverse
- Generic, not shaped around agencies
Built with Kleap
- Free to start — no per-seat pricing
- You own the app and its database, data stays yours
- Change anything by chatting — fields, views, workflow
- Shaped around how agencies actually works
Build it in 3 steps
Describe it
Tell Kleap what your agencies needs, in plain words.
AI builds it
Get a real working app with records, forms, and a dashboard.
Publish
Refine it in chat, then publish. It is a live app you own.
Frequently asked questions
Can the app charge our clients' cards for monthly retainers automatically?+
No. It does not process payments or run recurring card charges. It records each retainer invoice and its status, so you create the monthly record and mark it paid once your client settles it through your own payment method.
Does it connect to Stripe, QuickBooks, or Xero?+
No, there are no external integrations. The tracker keeps its own database of accounts, invoices, and payment statuses, which your finance team reads on the dashboard rather than syncing to accounting or payment platforms.
Can different account managers see only their own clients?+
You can build the app with logins and roles, so team members sign in and you control what each sees. It stores an account-manager field on every invoice, letting you organize and filter receivables by owner across the agency.
How do we track a retainer that repeats every month?+
Each monthly retainer is its own invoice record with a billing-period field, so a client's twelve monthly bills sit side by side. The app tracks each one's status but does not auto-generate next month's invoice, so you add each period's record yourself.
More Invoice Tracker use cases
Ready to build it?
Describe your agencies invoice and watch it come to life. Free to start, no code.