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PR Agency Invoice Template

Retainer, project work, wire distribution and event costs. Free PDF, no account.

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PR is bought on a retainer and judged on outcomes nobody can guarantee, which makes the invoice unusually exposed: a quiet month looks like an expensive one. Naming what the retainer covered — and separating the third-party costs that are not your fee — is most of what keeps a renewal conversation about value rather than about the number.

INVOICE Issued
Invoice number:INV-0001
Date of issue:August 2, 2026
Date due:August 16, 2026
Currency:USD
Issued by
Ardenmoor Communications
88 Press Row
Floor 6
10013 New York, NY
United States
billing@ardenmoorcomms.example
Bill to
Halcyon Robotics Inc.
500 Innovation Drive
02210 Boston, MA
United States
ap@halcyonrobotics.example
Amount due
$23,765.00
Due in 14 days · Aug 16, 2026
Period
Covers the calendar month of issue. The Series B announcement was scoped and approved separately from the retainer. Overage hours were flagged by email on the 18th and approved before the work was done. The coverage report for this period is attached.
Description Qty Rate Tax Amount
Monthly retainer
Media relations, spokesperson prep, 40 hours included
1$12,000.00—$12,000.00
Launch project — Series B announcement
Announcement strategy, materials and embargo management
1$8,500.00—$8,500.00
Wire distribution
National business wire, at cost
1$1,240.00—$1,240.00
Retainer overage
9 hours above the included 40, flagged and approved mid-month
9$225.00—$2,025.00
Subtotal$23,765.00
Total$23,765.00
Amount due $23,765.00
Terms
Net 30. Third-party costs are billed at cost with no handling charge.
Invoice #INV-0001 · Ardenmoor Communications · Page 1 of 1

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What to put on a pr agency invoice

  • The retainer, the period it covers, and in one line what it includes
  • Project work outside the retainer, named and authorised
  • Wire distribution, monitoring subscriptions and database costs, at cost
  • Event, travel and hosting expenses separately from fees
  • Any hours-based overage, where the retainer carries an hours cap
  • The reporting period, so coverage reports and the invoice line up

Questions

Should a retainer say what it covers?

In one line, yes. A retainer with nothing beside it is the first thing cut in a budget review, because the person doing the review was not in any of the meetings. A short scope line is a cheap defence.

Are wire distribution fees your fee?

No, and merging them makes your agency look far more expensive than it is. Wire services, monitoring tools and media databases are pass-through costs with published prices the client can look up — show them at cost.

How should overage be handled?

Flag it before it happens and bill it as its own line. An unexpected overage at the end of a quiet month is how retainers get cancelled, even when the extra work was genuinely requested.

Ready to bill for it?

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