How do I invoice a project deposit?

Issue a separate deposit invoice with its own number and state clearly that it is a deposit for the relevant project. Deduct the amount from the final invoice and reference the deposit invoice.

Do I need to detail every hour worked?

Not necessarily. Grouping work by phase or profile, with the relevant period, is often clearer than a full timesheet while remaining verifiable if the customer asks for detail.

How do I invoice a customer based abroad?

VAT treatment depends on the type of service and the location of the recipient. Check the applicable rule with the Federal Tax Administration before issuing the invoice instead of applying the Swiss rate by default.

What about additional work approved during the project?

Add it on separate lines and mention the approval date. If it is buried in a global total, it will almost always trigger a question or dispute.

Can several people in the agency issue invoices?

Yes, provided they share the same numbering sequence and customer database. Otherwise duplicate invoice numbers appear quickly.

Guide

Invoicing for agencies and studios

An agency rarely invoices a single service. It invoices a project split into phases, with a deposit, additional work and sometimes subcontracting. The invoice should reflect that structure or customer approval will slow down.

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Deposits, milestones and final balance

A project lasting several months is invoiced in stages defined in the proposal: deposit at the start, invoice at each milestone, final balance on delivery. Cash flow stays steadier and the customer can follow progress without another meeting.

The deposit is then deducted from the final invoice with a reference to the deposit invoice. Without that reminder, the question comes up almost every time.

Fixed fee and time-based work on the same invoice

Many projects combine a fixed-fee component with hours billed on time spent. Show these separately and include the relevant period for the time-based work.

A single total with no detail is a common reason for a procurement team to return an invoice.

Recharged costs and subcontracting

Licences, media purchases, photography and partner services should appear on separate lines with the corresponding VAT rate.

This separation protects your margin: a discussion about one expense does not put the entire invoice amount into question.

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References the customer expects

Project name, purchase order number, contact person and service period: these four details often determine how quickly an invoice is approved in a structured organisation.

Copy the purchase order number exactly as the customer provided it.

Track payments by customer

When several projects run in parallel, tracking by customer becomes essential: what has been invoiced, paid and delayed. The payment section with QR code makes incoming payments easier to match.

A few minutes each week reviewing overdue invoices avoids a catch-up exercise at quarter end.

Before sending a project invoice

Billing stages match what was stated in the proposal
Deposit already paid is deducted and referenced
Fixed-fee and time-based work are shown separately
Recharged costs appear on separate lines
Purchase order number and project name appear on the document

Frequently asked questions

How do I invoice a project deposit?: Issue a separate deposit invoice with its own number and state clearly that it is a deposit for the relevant project. Deduct the amount from the final invoice and reference the deposit invoice.
Do I need to detail every hour worked?: Not necessarily. Grouping work by phase or profile, with the relevant period, is often clearer than a full timesheet while remaining verifiable if the customer asks for detail.
How do I invoice a customer based abroad?: VAT treatment depends on the type of service and the location of the recipient. Check the applicable rule with the Federal Tax Administration before issuing the invoice instead of applying the Swiss rate by default.
What about additional work approved during the project?: Add it on separate lines and mention the approval date. If it is buried in a global total, it will almost always trigger a question or dispute.
Can several people in the agency issue invoices?: Yes, provided they share the same numbering sequence and customer database. Otherwise duplicate invoice numbers appear quickly.

Official sources

The figures on this page come from the following sources, checked on 5 septembre 2026.

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