Client invoices — June
Every client invoice for the month with its status updated to sent, paid, or overdue.
Agency finance · Monthly close
A monthly close checklist for small agencies
Agencies juggle several clients, several projects, and a roster of freelancers at once — so the monthly close is where things either stay tidy or quietly fall apart. Before you pull together numbers for the month, you want every client invoice sent and updated, every billable expense attached to its project, and nothing left uncategorized. This checklist walks the close in order. Cash Workspace gives you one place to record invoices, attach receipts by project, and mark statuses so the close is repeatable.
The problem
Why the agency close drags
When invoices, receipts, and freelancer bills live across inboxes and tools, the close turns into detective work every single month.
- A client invoice was drafted but never marked sent, so it looks unbilled.
- A billable expense — stock, ad spend, software — isn't attached to any project.
- A freelancer's invoice is in someone's email and not recorded against the project.
- Overdue invoices aren't flagged, so follow-up stalls.
- Expenses sit uncategorized, so the month can't be reviewed cleanly.
The workflow
The monthly close, step by step
Run these five steps at month-end so the month is fully closed before anyone looks at the numbers.
- 1
Confirm every client invoice is sent
Go client by client and check each invoice for the month is recorded and its status is updated — sent, paid, or overdue, never left as draft by accident.
- 2
Attach receipts to billable expenses by project
Match each billable cost to its project and attach the receipt so reimbursables and pass-throughs are documented per client.
- 3
File subcontractor and freelancer invoices
Record each freelancer's invoice against the project it belongs to and attach the invoice file.
- 4
Flag overdue invoices
Mark any invoice past its due date as overdue so the follow-up list is clear.
- 5
Confirm nothing is uncategorized
Scan the month's expenses and assign a category to anything left blank before you report.
Record structure
What to confirm for each project this month
Closing per project keeps billable costs, invoices, and freelancers reconciled against the right client.
- Client and project
- The client plus the project tag, so everything attaches to the right engagement.
- Client invoice and status
- Each invoice for the project with amount, date, and an updated status.
- Billable expenses
- Ad spend, stock, software, and pass-through costs, each attached to the project.
- Freelancer invoices
- Each subcontractor's invoice recorded against the project with the file attached.
- Expense category
- A category on every expense so nothing is left uncategorized at close.
- Overdue flag
- A clear flag on any invoice past due for follow-up.
- Close status
- Whether the project is fully reconciled for the month or still has open items.
Example setup
An example monthly close setup
One way an agency can structure the close inside the workspace.
Billable expenses by project
Ad spend, stock, and software receipts attached to their project records.
Freelancer invoices — June
Each freelancer's invoice filed against the project it was for.
Overdue follow-ups
A view of overdue client invoices to chase before next month.
Common mistakes
Mistakes to avoid
- Leaving invoices in draft so they look unbilled at close.
- Logging billable expenses without attaching them to a project or client.
- Recording freelancer invoices loosely instead of against their project.
- Skipping the overdue flag, so follow-up never gets prioritized.
- Reporting before every expense has a category, so the month looks incomplete.
How it helps
How Cash Workspace helps
Invoices grouped by status
Record each client invoice and mark it sent, paid, or overdue so the close shows exactly what's outstanding.
Receipts attached by project
Attach billable expenses to their project so each client's costs stay together and reconcilable.
Categorized expenses
Apply a category to every expense so nothing is left uncategorized when you review the month.
Related
Related agency finance workflows
Client payment tracker
Keep agency client payments organized by status across the month.
Billable expense report
Organize client-billable expenses per project for the month.
Finance workspace for agencies
See how agencies organize invoices, projects, and receipts.
Monthly bookkeeping checklist
A general monthly routine to keep records review-ready.
All finance workflows
Browse the full Cash Workspace workflow library.
FAQ
Agency close checklist FAQ
- What does 'closing the month' mean here?
- It means confirming every client invoice is sent and status-updated, every billable expense is attached to its project, freelancer invoices are filed, and no expense is left uncategorized — so the month's records are complete and reviewable.
- How do I keep billable expenses tied to the right client?
- Tag each expense to its project and attach the receipt to that project's record. Costs for each client then stay grouped together for the close.
- Does Cash Workspace calculate project profit at close?
- No. You can keep a project's invoices and costs side by side to review, but Cash Workspace records and organizes them rather than computing profit or margin.
Organizing help — not tax, accounting, or legal guidance
Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.
Close every month the same clean way
Start a free workspace and run the close per project so invoices, billable receipts, and freelancer bills are reconciled before you ever look at the numbers.