Turning the Tide on a Creative Agency's Invoicing Struggle

For this 10-year-old NYC creative agency, creativity came easily, but getting paid did not. Their invoicing system was a Google Sheet template, and as they grew, the cracks started to show.

The Struggle:

Invoices went out late, payments slipped through the cracks, and no one could track what had been sent, opened, or paid. Leadership often found themselves asking: “Did we ever send that invoice?” or “Has the client even seen it?”

The result was more than frustration; it was a cash flow problem. With more clients coming on board, the agency’s growth was being held back by delayed payments and financial uncertainty. The stress of not knowing when money would arrive was draining focus and energy from the team.

The Fix:
We rebuilt their invoicing process directly inside their accounting system:

• Invoices emailed directly from the system - no more spreadsheet invoice template.

• Read receipts - the agency could see when a client opened an invoice.

• Payment links - invoices included direct payment links for fast, simple transactions.

• Automated reminders - the system sent follow-ups so staff didn’t have to.

• Weekly open-invoice report - emailed automatically, giving leadership visibility of open invoices.

The Results: The impact was a clear path to timely payments.

• Efficiency gained - invoicing became seamless, saving staff hours each week.

• Better tracking - no more guesswork about what was sent, opened, or paid.

• On-time payments - clients found it easier to pay, reducing overdue invoices.

• Healthier cash flow - steady payments gave leadership the confidence to plan ahead.

The Takeaway:
By trading spreadsheets for a streamlined invoicing system, this creative agency eliminated the stress of missed payments and unpredictable cash flow. With money moving reliably and on time, they could stop chasing invoices and refocus on what mattered most: delivering for their clients.