How agencies collect client details and approval before invoicing

What you need

• A Business Hub account on a plan that includes client intake.
• Your business profile filled in, so invoices carry your branding, and your payment accounts added in Get Paid.
• The scope, price or hourly rate, and the terms you want the client to accept.

Step-by-step

1. Open Client Intake and create a new requestGive the request a clear title, such as "Website redesign - Phase 1", and describe the deliverables in the description so the client knows exactly what they are approving.
2. Choose how you will billPick fixed for one agreed amount, milestone-based to split the project into parts that are invoiced separately, or hourly with your hourly rate and estimated hours.
3. Write the termsAdd payment terms, what happens with extra revisions, and anything else the client must agree to. These are the terms the client accepts and signs.
4. Send the secure linkCopy the request link and send it by WhatsApp, email or your usual chat. The client does not need an account; they open it with a one-time code sent to their email or WhatsApp.
5. The client reviews, signs and submitsThe client accepts the request, ticks your terms, types their name as a signature and fills in their name, company, email, phone, address and tax number. The request moves from pending to accepted to submitted.
6. Generate the invoiceFor a fixed request, generate the invoice in one click. For milestones, invoice each milestone when it is delivered. For hourly work, invoice each batch of hours at the agreed rate. Each invoice is emailed to the client with a Pay now button.

Tips

• Put the deliverables in the description and the commercial rules in the terms, so both are on record together.
• Use milestones for longer projects so you are paid as you go rather than only at the end.
• Set the business profile and invoice template on the request when you invoice under more than one brand.

Learn more about Client Intake & Approval →

See all guides →