One agency invoice design. Every client's work.

Built for the handoff from approved work to invoices

Your team may approve hours in one place, track project fees in another, and keep the final billing list in Excel. Once the amounts are approved, LinkoPDF helps turn that list into consistent invoice PDFs. It is useful when you already know what to bill and need a repeatable way to produce the documents.

Keep your agency name, logo, contact details, and payment instructions fixed in the template. Connect the client details, project reference, invoice dates, and amounts to your spreadsheet. A longer project description or a new customer should change the data, not force you to rebuild the design.

Give each invoice its own identifier

Choose one row per invoice when you bill a single package. Use one row per service when a client needs an itemized breakdown. Group service rows by invoice number, not by client name: the same client may receive two invoices for different projects.

In this illustration, AG-2026-041 has a subtotal of 1,900.00 and AG-2026-042 has a subtotal of 2,200.00, before any applicable adjustments. Calculate the final amounts in your source workbook. Do not add a separate subtotal row to the service list, because it could be included as another billable item.

Create the batch in four steps

1. Export the approved billing list. Use Excel or CSV. Include the invoice number, client, billing period, project reference, description, quantity, rate, and final amounts you need.
2. Prepare one branded template. Customize the starter design or import your existing one-page invoice PDF. Leave enough space for the longest client name and service description.
3. Link the fields. Select the invoice number as the identifier for grouped invoices. Place the service fields in a linked table and connect the invoice-level fields separately.
4. Generate and review. Check the populated PDFs, including the invoice with the most service lines. Download separate PDFs in a ZIP for individual delivery, or a combined PDF for internal review.

The itemized invoice guide covers grouping. For a team working in Sheets, start with the Google Sheets export workflow.

Check the details that slow down client approval

• Billing recipient: use the client's billing name and address, which may differ from your project contact.
• Purchase order or project reference: include it when your client asks for it.
• Service period: distinguish this month's retainer from extra work and earlier adjustments.
• Amounts: compare the sum of the service lines with the approved workbook, and confirm the displayed currency.
• Page fit: inspect long descriptions and larger item tables in the generated PDF.

Save the template for the next billing cycle and import fresh data with the same column names. Use the monthly billing checklist to keep approval, generation, and delivery organized.

Use your existing tools for approval and payment

LinkoPDF creates invoice files. Time tracking, approval workflows, scheduled sending, payment collection, and payment status remain in your existing systems. Downloading a PDF does not mark the invoice as sent or paid. This division works well for agencies that want control over their invoice design while keeping their current operations.