Invoice follow-up for marketing and communication agencies

In an agency, chasing fees is a diplomatic exercise: the debtor is also the client you will face Monday in the steering committee. The agent chases methodically — deposits, progress billings, balances — with a tone calibrated account by account, and alerts the partner before the relationship strains.

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In your day-to-day

Chasing deposits unpaid before campaign launch — the condition nobody dares mention out loud.

Tracking recurring fees and media rebillings, with the breakdown of services attached.

Alerting the partner when an account’s outstanding balance crosses the threshold you set, before committing further media spend.

A typical scenario

A 25-person agency billing €3.5M a year, half fees, half media rebillings. Actual collection time floats around 70 days, because chasing a client mid-campaign always feels ill-timed.

01
Every Friday the partner receives the exposure review: who owes what, since when, and which media spend is committed on accounts already in debt.
02
The client who systematically pays at 75 days sees their sequence start earlier, with no change of tone — the schedule adapts to observed behaviour.
03
When a client disputes a line item, the sequence suspends itself, accounting is notified, and the dispute leaves the reminder circuit until it is settled.

What changes

Chasing becomes a regular, neutral process, detached from the creative relationship — and the agency stops financing its clients’ campaigns out of its own cash.

Order of magnitude

Working assumptions

→€3.5M billed per year, about €9,600 per calendar day
→70 days observed versus 45 contractual
→regular chasing typically closes half the gap, about 12 days

In the order of €115k of cash permanently freed (12 days × €9,600/day) — often the difference between drawing on the credit line or not.

Indicative estimate built on average sector assumptions — it gets recalibrated on your actual volumes during scoping.

What eats your days

→

The first days of every month vanish into Meta, Google Ads and GA4 screenshots for reports clients skim.

→

Fees are chased badly when the debtor is also the client you cannot afford to upset mid-campaign.

→

A runaway media budget or broken tracking surfaces at the next report — after thousands of euros spent for nothing.

How it works

Plugged into your invoicing

The agent reads your existing tool — invoicing, accounting, ERP — with no migration and no double entry. It knows every invoice, its due date and its history.

Written reminders, not templates

Each reminder is written for that client: friendly for a good payer one week late, firm and documented by the third notice. You approve the policy once; the agent applies it.

Escalation and audit trail

Sensitive account, dispute, large amount: the agent hands over to a human with full context. Every action is logged, every euro recovered is attributed.

Typical results

-30%

average collection delay, typical order of magnitude

100%

of overdue invoices chased, no exceptions, no oversights

0 h

of human time on first-level reminders

Orders of magnitude observed in production; your diagnostic sets your own baseline and targets.

Frequently asked questions

Will chasing not damage the client relationship?+

The opposite is what damages it: a late, embarrassed reminder from the project manager who should be talking creative. The agent separates roles — the accounting follow-up becomes factual and regular, the creative relationship stays intact.

We rebill media buys — does the agent distinguish fees from disbursements?+

Yes: media rebillings, often contractually due before the campaign airs, follow a stricter rule than fees. Each line type has its own reminder policy.

Is this the problem eating your team’s time?

Tell us how you work today — 30-minute call, then a free written diagnostic of what this agent would change for you, with numbers.