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<item><title><![CDATA[Ultimate guide to invoicing for agencies and freelancers]]></title><description><![CDATA[Get paid faster with clear invoices, easy payment options, and automated billing. This guide shows freelancers and agencies exactly how to fix late payments.]]></description><link>https://whop.com/blog/invoicing-for-agencies/</link><guid isPermaLink="false">691be179c18c97000128e68e</guid><category><![CDATA[Payments]]></category><dc:creator><![CDATA[Keisha Singleton]]></dc:creator><pubDate>Wed, 19 Nov 2025 23:19:15 GMT</pubDate><media:content url="https://whop.com/blog/content/images/2025/11/guide-to-invoicing.jpg" medium="image"/><content:encoded><![CDATA[<img src="https://whop.com/blog/content/images/2025/11/guide-to-invoicing.jpg" alt="Ultimate guide to invoicing for agencies and freelancers"><p>In 2025, 63% of freelancers waited more than 30 days to get paid - and 18% say they always have <em>at least one</em> unpaid invoice on their books. And when you're waiting to get paid, your whole business is playing catch-up. </p><p>If your invoicing is unclear, your payment options are limited, or nothing is automated, you end up chasing money instead of doing the work you’re actually getting paid for.</p><p>This guide is the ultimate invoicing resource for freelancers and agencies. Here, we break down the essentials: what every invoice must include, the payment methods clients prefer, and how to automate your billing so you get paid on time, <em>every</em> time.</p><h2 id="what-your-invoice-needs-to-include-whether-you%E2%80%99re-an-agency-freelancer-or-other">What your invoice needs to include (whether you’re an agency, freelancer, or other)</h2><p>If you want to get paid on time, your invoice needs to be clear, scannable, and <em>impossible</em> to misunderstand. </p><p>A client can have every intention of paying on time, but if your invoice is messy or vague, they will struggle to understand how (or where) to process the payment.</p><p>Here's how to create an invoice that gets you paid on time:</p><h3 id="1-include-all-the-invoice-essentials">1. Include all the invoice essentials</h3><h4 id="your-business-details">Your business details</h4><figure class="kg-card kg-image-card"><img src="https://whop.com/blog/content/images/2025/11/loud-type-invoice-details-modified.png" class="kg-image" alt="Ultimate guide to invoicing for agencies and freelancers" loading="lazy" width="586" height="380"></figure><p>These are the most basic details that your invoice needs - your name or agency name, logo, website, email, and registered address. </p><p>Including these details makes your business look legit and trustworthy.</p><h4 id="client-information">Client information</h4><figure class="kg-card kg-image-card"><img src="https://whop.com/blog/content/images/2025/11/invoice-client-info.png" class="kg-image" alt="Ultimate guide to invoicing for agencies and freelancers" loading="lazy" width="596" height="170"></figure><p>You've already put your business name, now it's time to add the client info. Input the legal name and billing contact for the client. Make it clear who’s responsible for payment - if you're invoicing another business, you want to make sure it gets forwarded to the right department.</p><h4 id="invoice-number-due-date">Invoice number & due date</h4><figure class="kg-card kg-image-card"><img src="https://whop.com/blog/content/images/2025/11/due-date-modified.png" class="kg-image" alt="Ultimate guide to invoicing for agencies and freelancers" loading="lazy" width="922" height="450" srcset="https://whop.com/blog/content/images/size/w600/2025/11/due-date-modified.png 600w, https://whop.com/blog/content/images/2025/11/due-date-modified.png 922w" sizes="(min-width: 720px) 720px"></figure><p>Simple, but crucial. Unique invoice numbers help both you and the client track payments and avoid confusion - and having the due date makes it much easier to implement late-payment fees.</p><h4 id="clear-description-of-services">Clear description of services</h4><p>List deliverables in plain language - not “<em>Package A”</em> or <em>“SEO Retainer.”</em> Spell out what the client is paying for, like<em> "4 weeks of SEO services: keyword research for 5 terms, 4 x blog posts, and 3 x backlinks"</em>. This lowers your chance of disputes and speeds up approval.</p><h4 id="amount-due-and-any-taxes">Amount due and any taxes</h4><figure class="kg-card kg-image-card"><img src="https://whop.com/blog/content/images/2025/11/inv-amount-due-modified.png" class="kg-image" alt="Ultimate guide to invoicing for agencies and freelancers" loading="lazy" width="580" height="286"></figure><p>Keep it clear. Show line-item pricing, subtotal, applied taxes (if relevant), and the final amount owed.</p><h4 id="due-date-and-payment-terms">Due date and payment terms</h4><p>Include your standard terms (e.g., net 7, net 14, net 30) and any late payment fees. The clearer the deadline, the faster clients pay.</p><h4 id="payment-options">Payment options</h4><figure class="kg-card kg-image-card"><img src="https://whop.com/blog/content/images/2025/11/pay-button-modified.png" class="kg-image" alt="Ultimate guide to invoicing for agencies and freelancers" loading="lazy" width="924" height="150" srcset="https://whop.com/blog/content/images/size/w600/2025/11/pay-button-modified.png 600w, https://whop.com/blog/content/images/2025/11/pay-button-modified.png 924w" sizes="(min-width: 720px) 720px"></figure><p>Don’t bury the link - put the payment button or link front and center. </p><h3 id="2-make-your-invoice-scannable-and-client-friendly">2. Make your invoice scannable and client-friendly</h3><p>That's a <em>lot</em> of detail for one invoice. But, clients skim invoices, so you have to pay attention to formatting. A clean, branded, easy-to-read invoice removes confusing steps and gets you paid faster. Stick to:</p><ul><li>Short descriptions</li><li>Clear sections</li><li>Consistent layout</li><li>No PDF clutter (if you can avoid it).</li></ul><figure class="kg-card kg-image-card"><img src="https://whop.com/blog/content/images/2025/11/image-9.png" class="kg-image" alt="Ultimate guide to invoicing for agencies and freelancers" loading="lazy" width="1600" height="1028" srcset="https://whop.com/blog/content/images/size/w600/2025/11/image-9.png 600w, https://whop.com/blog/content/images/size/w1000/2025/11/image-9.png 1000w, https://whop.com/blog/content/images/2025/11/image-9.png 1600w" sizes="(min-width: 720px) 720px"></figure><p>A simple invoice link beats an attached PDF <em>every time</em>. It removes clicks, confusion, and the “<em>I’ll deal with this later”</em> delay.</p><h3 id="3-add-global-clients-and-tax-details">3. Add global clients and tax details</h3><p>If you work with clients in different countries or regions, your invoice needs some extra details:</p><ul><li>Currency (USD, GBP, EUR, etc.)</li><li>Whether tax/VAT is included or not</li><li>Your tax ID or VAT number (if applicable)</li><li>Any legally required invoice information for that region</li></ul><p>You don’t need to be a tax expert, but your invoice <em>does</em> need to be compliant. </p><h2 id="the-easiest-ways-for-clients-to-pay-your-invoice">The easiest ways for clients to pay your invoice</h2><figure class="kg-card kg-image-card"><img src="https://whop.com/blog/content/images/2025/11/image-10.png" class="kg-image" alt="Ultimate guide to invoicing for agencies and freelancers" loading="lazy" width="1160" height="702" srcset="https://whop.com/blog/content/images/size/w600/2025/11/image-10.png 600w, https://whop.com/blog/content/images/size/w1000/2025/11/image-10.png 1000w, https://whop.com/blog/content/images/2025/11/image-10.png 1160w" sizes="(min-width: 720px) 720px"></figure><p>One of the biggest reasons invoices get delayed is simple inconvenience.</p><p>Imagine you're receiving an invoice and have to download a PDF, find a bank login, or ask for wire instructions. </p><p>The easier it is to make payment, the faster you get paid. Here are the payment methods that work best for agencies and freelancers:</p><h3 id="credit-and-debit-cards">Credit and debit cards</h3><p><em><strong>Best for:</strong> one-off projects, fast payment turnaround, small and mid-size clients.</em></p><figure class="kg-card kg-image-card"><img src="https://whop.com/blog/content/images/2025/11/cc-pay-modified.png" class="kg-image" alt="Ultimate guide to invoicing for agencies and freelancers" loading="lazy" width="594" height="480"></figure><p><a href="https://whop.com/blog/take-credit-card-payment/" rel="noreferrer">Credit and debit cards</a> are the fastest and most common way clients will pay. It’s convenient, works globally, and processes instantly.</p><p><strong>How to use it:</strong></p><ul><li>Add a card payment button directly inside your invoice or client portal.</li><li>Let clients pay in one click with Apple Pay/Google Pay if your platform supports it.</li><li>Store the card on file (with permission) for future or recurring charges.</li></ul>
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<th>Pros</th>
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<td>Instant confirmation</td>
<td>Higher fees (2.9%–3.5%)</td>
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<td>Extremely easy for clients</td>
<td>Chargeback potential</td>
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<td>Works globally</td>
<td>Requires a processor that supports your region</td>
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<h3 id="ach-bank-transfer-us">ACH / bank transfer (US)</h3><p><em><strong>Best for:</strong> retainers, long-term clients, agencies managing large contracts.</em></p><p>Lower-fee payments pulled directly from a client’s bank account. Takes longer to clear, but it's cheaper for you.</p><p><strong>How to use it:</strong></p><ul><li>Turn on ACH payments in your invoicing or payment platform.</li><li>Clients connect their bank via a secure verification flow (e.g., Plaid).</li><li>For ongoing work, set up recurring ACH pulls so payment is automatic.</li></ul>
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<td>Very low fees</td>
<td>Slower processing (3–5+ days)</td>
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<td>Reliable for recurring billing</td>
<td>Some clients avoid linking bank accounts</td>
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<td>Great for long-term client relationships</td>
<td>Not available globally</td>
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<h3 id="direct-debit">Direct debit</h3><p><em><strong>Best for:</strong> agencies offering ongoing marketing, SEO, PPC, or content retainers.</em></p><figure class="kg-card kg-image-card"><img src="https://whop.com/blog/content/images/2025/11/recurring-invoice.png" class="kg-image" alt="Ultimate guide to invoicing for agencies and freelancers" loading="lazy" width="1092" height="242" srcset="https://whop.com/blog/content/images/size/w600/2025/11/recurring-invoice.png 600w, https://whop.com/blog/content/images/size/w1000/2025/11/recurring-invoice.png 1000w, https://whop.com/blog/content/images/2025/11/recurring-invoice.png 1092w" sizes="(min-width: 720px) 720px"></figure><p>Automatic monthly pulls from a client’s bank account - perfect for retainer billing.</p><p><strong>How to use it:</strong></p><ul><li>Send a direct debit authorization form or link through your payment provider.</li><li>Once approved, schedule automatic monthly (or quarterly) withdrawals.</li><li>Add direct debit as an option on every invoice for clients who prefer hands-off billing.</li></ul>
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<th>Pros</th>
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<td>Fully automated—no reminders needed</td>
<td>Setup step required from client</td>
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<td>Ideal for predictable monthly retainers</td>
<td>Withdrawal timing varies by region</td>
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<td>Highly reliable after initial setup</td>
<td>Not universally available worldwide</td>
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<h3 id="internationallocal-payment-methods">International/local payment methods</h3><p><em><strong>Best for:</strong> agencies and freelancers working with clients in different countries or currencies.</em></p><figure class="kg-card kg-image-card"><img src="https://whop.com/blog/content/images/2025/11/whop-global.png" class="kg-image" alt="Ultimate guide to invoicing for agencies and freelancers" loading="lazy" width="2000" height="1133" srcset="https://whop.com/blog/content/images/size/w600/2025/11/whop-global.png 600w, https://whop.com/blog/content/images/size/w1000/2025/11/whop-global.png 1000w, https://whop.com/blog/content/images/size/w1600/2025/11/whop-global.png 1600w, https://whop.com/blog/content/images/size/w2400/2025/11/whop-global.png 2400w" sizes="(min-width: 720px) 720px"></figure><p>If you work with global clients, you need options beyond US cards and ACH.<br>Examples: local bank rails, wallets, region-specific methods.</p><p><strong>How to use it:</strong></p><ul><li>Turn on multi-currency billing in your payment platform.</li><li>Allow clients to pay in their local currency.</li><li>Use region-specific rails like SEPA (EU), bank transfers for APAC, etc.</li><li>Enable auto-currency conversion (if this is available).</li></ul>
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<th>Pros</th>
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<td>Better experience for global clients</td>
<td>Requires a platform that supports multiple currencies</td>
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<td>Fewer failed international payments</td>
<td>FX fees may apply</td>
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<tr>
<td>Builds trust and reduces friction</td>
<td>More complexity to manage without the right tool</td>
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<h3 id="digital-wallets">Digital wallets</h3><p><em><strong>Best for:</strong> clients who want fast, mobile-friendly payments.</em></p><p>These methods speed up checkout <em>dramatically</em> and reduce drop-off by using card details already stored on your customer's device.</p><p><strong>How to use it:</strong></p><ul><li>Turn on wallet payments in your checkout or invoice settings.</li><li>Ensure invoices can be paid from mobile easily (most wallet users are mobile-first).</li><li>Use wallets as a secondary option alongside cards.</li></ul>
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<th>Pros</th>
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<td>One-click payments</td>
<td>Slightly higher fees (depending on provider)</td>
</tr>
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<td>Great mobile experience</td>
<td>Not ideal for recurring billing</td>
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<tr>
<td>Familiar and trusted by clients</td>
<td>Availability varies by country</td>
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<h3 id="wire-transfers-less-ideal-but-still-common-for-enterprise">Wire transfers (less ideal, but still common for enterprise)</h3><p><em><strong>Best for:</strong> enterprise-level clients or large project invoices.</em></p><figure class="kg-card kg-image-card"><img src="https://whop.com/blog/content/images/2025/11/wire-transfer.png" class="kg-image" alt="Ultimate guide to invoicing for agencies and freelancers" loading="lazy" width="834" height="256" srcset="https://whop.com/blog/content/images/size/w600/2025/11/wire-transfer.png 600w, https://whop.com/blog/content/images/2025/11/wire-transfer.png 834w" sizes="(min-width: 720px) 720px"></figure><p>Wires are slow and manual, and if you're a freelancer or small-mid agency you likely won't ever need to use them. But, some larger companies still require them.</p><p><strong>How to use it:</strong></p><ul><li>Include your wiring instructions directly on your invoice.</li><li>Add a note about expected processing times.</li><li>Track manually and reconcile once payment arrives.</li></ul>
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<td>Works for large payments</td>
<td>Slow and manual</td>
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<td>Universally understood</td>
<td>Clients often need approval from finance</td>
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<td>No percentage fee</td>
<td>Flat bank fees apply on both sides</td>
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<h2 id="how-to-automate-invoicing-so-you-actually-get-paid-on-time">How to automate invoicing (so you <em>actually</em> get paid on time)</h2><figure class="kg-card kg-video-card kg-width-regular" data-kg-thumbnail="https://whop.com/blog/content/media/2025/09/CreateInvoice-1_thumb.jpg" data-kg-custom-thumbnail>
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</figure><p>Most late payments aren’t caused by bad clients, they’re caused by systems that rely on you remembering to do everything manually. Think about it - if a business has 20 invoices to pay a month, thats a <em>lot</em> of admin. </p><p>Automation fixes that by removing the two biggest friction points in getting paid: <em>sending the invoice</em> and <em>collecting the payment</em>.</p><p>Here’s what automation looks like when it comes to invoicing:</p><h3 id="schedule-invoices-so-they-send-themselves">Schedule invoices so they send themselves</h3><p>If you bill on a retainer, your invoices should go out automatically on the same day every month. This removes a huge bottleneck - invoices going out late because you were busy (then getting paid late because they were received late, and so the cycle continues).</p><p><strong>How to set it up:</strong><br>Choose a billing date, set your invoice or billing tool to generate and send the invoice automatically, and attach your payment link once so it stays pre-filled.</p><p>Whop handles this through recurring billing. You don’t create or send monthly invoices - Whop <em>automatically</em> bills the client on schedule and issues a receipt. Create an invoice once, choose how often it should be sent, and Whop handles the rest.</p><p>For agencies that charge monthly retainers, this replaces manual invoicing entirely.</p><h3 id="save-a-payment-method-once-then-charge-automatically">Save a payment method once, then charge automatically</h3><p>Recurring invoices automate the billing, but storing a payment method automates the payment itself. </p><p>Saving a client’s card or bank details lets your system charge them automatically on the due date, erasing the other biggest source of late payments: waiting for the client to take action.</p><p><strong>How to set it up:</strong><br>During onboarding, ask clients to add their card or bank details through a secure link. Once stored, turn on “auto-charge on due date.”</p><figure class="kg-card kg-image-card"><img src="https://whop.com/blog/content/images/2025/11/recurring-pay-modified.png" class="kg-image" alt="Ultimate guide to invoicing for agencies and freelancers" loading="lazy" width="1132" height="904" srcset="https://whop.com/blog/content/images/size/w600/2025/11/recurring-pay-modified.png 600w, https://whop.com/blog/content/images/size/w1000/2025/11/recurring-pay-modified.png 1000w, https://whop.com/blog/content/images/2025/11/recurring-pay-modified.png 1132w" sizes="(min-width: 720px) 720px"></figure><p>Whop supports saved payment methods for both cards and bank payments. Once the client adds their payment method, Whop automatically charges it every billing cycle.</p><h3 id="let-reminders-run-in-the-background">Let reminders run in the background</h3><p>You shouldn’t be personally emailing clients about invoices. Your system should quietly handle reminders before the due date and after it passes.</p><p><strong>How to set it up:</strong><br>Enable automatic reminder emails inside your invoicing tool. Set up a schedule - a reminder <em>before</em> the due date, one <em>on</em> the due date, and a short sequence afterward if needed.</p><h3 id="automate-failed-payment-recovery">Automate failed payment recovery</h3><p>Sometimes, late payments are caused by expired cards. Automation fixes this <em>instantly</em>.</p><p><strong>How to set it up:</strong><br>Turn on auto-retry inside your billing tool. Make sure clients get an automatic link to update their card when a payment fails.</p><blockquote>Our smart routing system looks at everything. If a transaction fails, we automatically retry it through alternate banking partners within milliseconds. The customer never notices, but their payment is far more likely to go through.<br><br>— <strong>Derek Wilmer, Whop</strong></blockquote><h3 id="automate-taxes-and-currency-for-international-clients">Automate taxes and currency for international clients</h3><p>If you work with global customers, manual tax/VAT and currency adjustments create mistakes and slow everything down.</p><p><strong>How to set it up:</strong><br>Enable tax rules in your billing tool; allow charges in multiple currencies; let the software handle conversions and tax fields.</p><h3 id="connect-payments-to-your-workflow">Connect payments to your workflow</h3><p>Automation works best when it triggers other actions across your business.</p><p><strong>How to set it up:</strong><br>Integrate your payment tool with your onboarding, CRM, or delivery process so payments unlock access and failed payments pause service.</p><figure class="kg-card kg-image-card"><img src="https://whop.com/blog/content/images/2025/11/welcome-link-modified.png" class="kg-image" alt="Ultimate guide to invoicing for agencies and freelancers" loading="lazy" width="1350" height="746" srcset="https://whop.com/blog/content/images/size/w600/2025/11/welcome-link-modified.png 600w, https://whop.com/blog/content/images/size/w1000/2025/11/welcome-link-modified.png 1000w, https://whop.com/blog/content/images/2025/11/welcome-link-modified.png 1350w" sizes="(min-width: 720px) 720px"></figure><p><br>Whop directly controls access to your offer. When a client pays, Whop <em>automatically</em> unlocks their access. When a payment fails, access is paused until it's resolved. This creates a seamless operational workflow with no manual tracking.</p><h2 id="choosing-your-invoicing-and-payments-stack">Choosing your invoicing and payments stack</h2><p>The right invoicing and payment stack uses tools that help you get paid faster, with less admin, and fewer awkward follow-ups. </p><p>Here's what to ask yourself when choosing a payment stack:</p><h3 id="how-do-you-bill-your-clients">How do you bill your clients?</h3><p>If most of your income comes from monthly retainers, you’ll want a setup that can charge clients automatically without relying on them to click anything. </p><p>But if your work is more project-based -like audits, web builds, and campaign setups - then you’ll need clean, frictionless payment links that <em>feel</em> like invoices but don’t require PDFs or bank details. </p><p>Many agencies fall somewhere in the middle, which means your stack needs to be able to handle both.</p><h3 id="how-can-you-make-it-easy-to-get-paid">How can you make it easy to get paid?</h3><p>Look for tools that make paying easy. One-click payments, mobile-friendly checkout, multiple payment options, automatic receipts, and a self-serve place for clients to update their card on their own. </p><h3 id="what-can-you-automate">What can you automate?</h3><p>Automation is the other side of the stack, and it’s where <em>most</em> tools fall short. </p><p>Generating an invoice is not the same as getting paid. You want a system that sends invoices on a schedule, charges clients automatically, retries failed payments, and quietly handles the admin you don’t have time for. </p><h3 id="where-are-your-clients">Where are your clients?</h3><p>If you work with global clients, then multi-currency checkout, local payment rails, and automatic tax fields aren’t “nice to have”. Global buyers pay faster when the checkout feels familiar.</p><figure class="kg-card kg-video-card kg-width-regular" data-kg-thumbnail="https://whop.com/blog/content/media/2025/11/currency.mp4_thumb.jpg" data-kg-custom-thumbnail>
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</figure><p>This is where Whop fits in. </p><p>Instead of using (and paying for) multiple tools, use Whop. Whop brings payments, automation, and currencies into one place. You can charge clients automatically every month, send simple payment links for one-off work, support 135+ currencies, and recover failed payments without lifting a finger. </p><p>It’s a modern stack built around how agencies and freelancers actually work today, <em>not</em> how invoicing tools were built a decade ago.</p><h2 id="make-getting-paid-the-easiest-part-of-your-business-with-whop">Make getting paid the <em>easiest</em> part of your business, with Whop</h2><figure class="kg-card kg-video-card kg-width-regular" data-kg-thumbnail="https://whop.com/blog/content/media/2025/11/payments_launch_818--1-_thumb.jpg" data-kg-custom-thumbnail="https://whop.com/blog/content/images/2025/11/Screenshot-2025-11-11-at-1.51.55---PM-1.png">
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</figure><p>If you’re an agency or freelancer, you already have enough to manage, and getting paid shouldn’t be another project on your plate. </p><p>When your invoices are clear, your payment options are simple, and your billing runs on autopilot, <em>everything</em> gets easier.</p><p>Whop gives you a clean, modern way to bill clients, charge them automatically, and keep cash flowing on time, <em>without</em> the monthly chase.</p><div class="kg-card kg-button-card kg-align-left"><a href="https://whop.com/new/" class="kg-btn kg-btn-accent">Sell with Whop</a></div><hr><h2 id="faqs">FAQs</h2><h3 id="how-do-i-get-clients-to-pay-invoices-on-time">How do I get clients to pay invoices on time?</h3><p>The fastest way to reduce late payments is to remove friction. Use clear, scannable invoices, offer multiple payment options, and store a payment method so you can charge clients automatically. When paying you is simple, invoices get cleared faster.</p><h3 id="what%E2%80%99s-the-best-way-for-freelancers-and-agencies-to-bill-clients">What’s the best way for freelancers and agencies to bill clients?</h3><p>For one-off projects, the best approach is a deposit upfront and a final payment on delivery. For retainers, billing monthly and charging upfront keeps your cash flow predictable. Automatic billing works best for agencies handling SEO, PPC, or ongoing marketing work.</p><h3 id="what-payment-methods-should-freelancers-and-agencies-offer">What payment methods should freelancers and agencies offer?</h3><p>Clients pay faster when they can choose how they want to pay. Offer cards, ACH/bank transfers, digital wallets (Apple Pay/Google Pay), and local payment methods for international clients. More flexibility = fewer delays.</p><h3 id="do-i-need-a-pdf-invoice-or-can-i-just-use-a-payment-link">Do I need a PDF invoice, or can I just use a payment link?</h3><p>You don’t need a traditional PDF to look professional. Many agencies now use payment links or client portals because they’re easier, harder to lose, and convert faster. As long as the invoice is clear and the payment flow is simple, format doesn’t matter.</p><h3 id="how-do-i-handle-failed-or-expired-client-payments">How do I handle failed or expired client payments?</h3><p>Use an invoicing tool with automatic retries and instant card-update links. Most failed payments happen because a card expired, not because the client doesn’t want to pay. Automation fixes those issues quietly in the background without manual follow-up.</p>]]></content:encoded></item>
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