Business services · it support · marketing agency · consultants · lawyers · accountants
Retainers without retyping the invoice.
A proposal in a chat, a signed scope in someone’s inbox, the monthly invoice made by hand on the first. Then the client’s requests arrive in five different places.
- Monthly
- Recurring invoices drafted on their day
- SLA
- A first-response deadline on every ticket
- Portal
- Clients see their invoices and tickets
- 1 free
- Finance seat for your bookkeeper
What a marketing agency switches on first
Recurring invoices
The monthly invoice drafted on its own schedule with the same lines; you send it, and the client pays by link on monobank or LiqPay.
Tickets with an SLA
A first-response deadline, a breach mark and an assignee on every request.
The client portal
Clients open and answer their tickets, download invoices and pay them in their own account.
Pipelines
Proposals on stages you name, with the next step and the owner on each card.
Quotes to invoices
A quote the client accepts becomes an invoice, and the quote stays on record.
Six things that only matter in a marketing agency
Proposals on a pipeline
Each prospect a deal on stages you name — brief, proposal, negotiation, won — with the next step and the owner on the card.
A quote, then the retainer
The scope sent as a quote; when the client agrees you mark it accepted and it becomes an invoice, and the monthly fee goes on a schedule that drafts the same invoice every month for you to send.
Requests as tickets
Client requests opened in their portal or added by you, each with an assignee and a first-response deadline.
One inbox
The agency’s email and Telegram in one shared inbox, each conversation assigned to whoever runs the account.
Tasks on the account
Deliverables as tasks linked to the client company, with due dates and owners.
Hours to invoice
Extra work logged on the client’s deal, by hand or with a timer, and the unbilled hours turned into one draft invoice with a line for each deal, at each member’s hourly rate.
Companies with their people
A company card with its contacts, matched by email domain, and your own fields for contract terms or equipment.
One inbox for the team
Email and Telegram in one shared inbox, each thread assigned, and a reply sent before it is recorded.
Tasks on the record
A task linked to the deal, the company or the ticket it belongs to, with a due date and an owner.
Your first week on Setvos
Name your pipeline’s stages
The stages a prospect actually goes through, and the open deals moved onto them.
Add the client companies
Each with its people and the fields you need, such as contract end or the channels you run.
Put the retainers on schedule
A recurring invoice per client with the monthly fee and its issue day.
Connect the inbox
The agency mailbox and Telegram, so every client conversation is in one place with an owner.
Set the hourly rates
Each member’s rate in the deals settings, so the hours they log are priced.
A 4-person firm pays €40/mo
4 employees on Standard, 12-month term: €55/mo list, €561 on day 7, and 14 months of service (12 paid + 2 bonus) — €40 effective per month. Prices exclude tax. VAT or sales tax is added at checkout where it is due; an EU business with a valid VAT number pays no VAT and accounts for it under the reverse charge.
Marketing agency: questions
Can I bill hours as well as the retainer?
Yes. Log the extra hours on the client’s deal, and “Invoice unbilled time” turns them into a draft invoice with a line for each deal, beside the retainer’s monthly invoice.
Is the quote linked to the deal?
The quote and the invoice sit on the client’s record beside the deal; an invoice is not attached to the deal itself.
Can a client sign the scope in the app?
No: you mark the quote accepted when the client agrees, and a signed contract is kept as a file on the client’s card.
Business services questions
Can I bill by the hour?
Yes. Log time on a deal, a client or a company — by hand or with a timer — and invoice the unbilled hours as one draft, a line for each deal, at each member’s hourly rate. A retainer stays a recurring invoice.
Do my clients need a Setvos account?
To use the portal they sign in on setvos.com with their email; invoices and payment links also work by email without signing in.
Can clients book a call with us?
Switch on bookings and they pick a time from your booking page; the call link itself is sent by you.
Read next
Blog
The hours that make it onto the invoice
Hourly work leaks between the calendar and the invoice: a call nobody wrote down, a weekend fix billed at the old rate. Here is how logged time becomes a draft invoice with a line for each deal.
Blog
Retainers without retyping the invoice
An agency on retainers types the same invoice twelve times a year per client, and eventually forgets one. Here is the path from a proposal to a monthly invoice that is drafted for you.
Guide
Bill the same customer on a schedule
Set up a recurring invoice issued every one, three, six or twelve months, and pause, run early or delete it.
Guide
Set up your pipelines and their stages
Rename, reorder, add and remove the stages your deals move through, decide which stages close a deal, and choose the default pipeline.
Guide
Log time and invoice it
Log the hours worked for a client — on a deal, on their page or on their company’s — and turn the unbilled hours into one draft invoice with a line for each deal.
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