Still using spreadsheets or PDFs to invoice your clients? That might cost you more than just time—it could cost you clients.
Manual invoicing leads to missed payments and too much admin work. On the brighter side, we now have tools like HandL.
HandL is a smart invoice automation software that links your payments to project milestones and sends reminders so that you can run everything smoothly. If you’re a small agency or studio trying to scale, it’s time to ditch the clunky tools and get paid faster with HandL.
Why invoice automation matters more than ever
Did you know the average time to process a manual invoice is 14.6 days? This sluggish process prolongs payment cycles, potentially straining your agency or studio’s cash flow.
You may not notice it now, but manual invoicing eats up your time and money. Businesses processing invoices manually incur an average cost of $15 per invoice, which can accumulate significantly over time.
That’s why invoice isn’t just a back-office chore—it’s how your agency keeps cash flowing. But if you’re still stuck using PDFs or clunky spreadsheets, you’re probably leaving money on the table.
Want your agency to scale smoothly? Start by knowing how to send an invoice and connect your billing to your actual project work.
Milestone-based billing tools like HandL take the pressure off by bringing in smart invoice automation. With innovative tools like HandL, invoicing feels less like a manual task and more like a natural part of your workflow.
Limits of traditional invoicing
Despite the rise of tools like Quickbooks Invoicing, Stripe Invoicing, and Xero Invoicing, many agencies still use manual systems. Worse, some even cobble together invoices using Word, Excel, or email templates. Why is this a waste of time?
Here are common pitfalls:
A. Manual errors and oversights in invoice creation
Creating invoices manually—whether through Word, Excel, or PDF—leaves too much room for human error. A mistyped figure or forgotten line item can lead to disputes, delayed payments, or even lost revenue. In 2024, over 80% of executives reported losing business due to miscommunication in payments, often stemming from manual invoicing errors.
Unlike invoice automation software, traditional invoicing doesn’t validate data or pull from real-time project updates. Tools like QuickBooks Invoicing or Xero Invoicing offer some relief, but full invoice automation tools like HandL ensure every sales invoice is complete and accurate. Agencies need more innovative billing systems, not spreadsheets.
B. Lack of clarity on invoice vs. receipt expectations
Not all clients understand the difference between an invoice vs receipt, confusing payment timing and documentation.
Without automated systems, agencies often miss the opportunity to set clear expectations. The result? A barrage of follow-up emails, unclear deliverables, or arguments about what’s been paid.
Platforms like HandL help clarify confusion by instantly generating invoices and receipts based on milestones. With everything structured, money conversations become easier and more professional.
C. Untracked payment timelines
In the United States, 55% of all invoices are paid late, with small businesses typically receiving payments 8 days past the due date. Part of this is due to manual invoicing, which usually means tracking payments in separate tools—or worse, in your inbox.
This fragmented approach makes it difficult to know who paid, when they paid, and what is overdue. As a result, late payments become more common, straining cash flow and internal operations.
With invoice processing and e-invoicing, HandL eliminates this guessing game and sends automatic reminders. Unlike static Stripe or Square Invoicing, HandL actively works to keep your payments on schedule.
D. Back-and-forth for revisions or milestone approvals
Every time a client requests changes or delays approvals, it results in the need to revise invoices, a process that wastes hours every week. This manual process stalls revenue, especially in creative and software agencies where project scopes shift fast.
HandL links invoice automation directly to your milestone tracking, so invoices are only generated when actual progress is made. Even contractor invoicing software struggles to handle that smoothly. Say goodbye to long email threads and hello to structured, client-friendly billing.
E. No clear way to assign or retrieve an invoice number
When managing projects manually, it’s easy to lose track of essential billing elements like what an invoice number should be. This complicates your agency’s audits, reconciliations, or client disputes.
Most traditional invoicing methods require you to set invoice numbers, with no central system. HandL automatically generates and logs every invoice number, creating a reliable trail across all your accounts. It’s cleaner, faster, and crucial for professional invoice management.
F. Disconnected from project tools and timelines
Manual invoices often operate in a vacuum and are not linked to task status, client communication, or team workflows. As a result, you’re invoicing based on guesswork or memory, not real-time project progress.
This is not rare. Nearly half (49%) of global respondents from a report spend more than five days per month processing invoices.
HandL changes that by integrating with your PM tools and triggering e-invoicing software at key milestones. This level of connectivity is missing from tools like PayPal invoicing or even QuickBooks Invoicing and Payments without customisation.
Agencies require billing systems that accurately represent their operational processes, rather than a universal solution. These limitations can hurt small teams juggling multiple projects, making contractor invoicing chaotic and inconsistent.
What HandL does differently (and better)
HandL is a purpose-built billing solution for agencies. It links project milestones to automatic invoicing and payments, so you’re not chasing clients or doing the mental gymnastics of matching work delivered with invoices due.
Here’s what makes HandL stand out:
- Invoice automation triggered by project progress
- Seamless connection with your project management tool
Smart tracking for each sales invoice - Easy setup for electronic invoicing (e-invoicing) and audit logs
- Built-in invoice management for agencies working with contractors or multi-phase projects
- Customizable workflows for contractor invoicing software use cases
Compatible with e-invoicing software best practices in Australia and globally
No more wondering whether you should use PayPal invoicing, Square Invoicing, or a patchwork of plugins. HandL does it all—within a single platform.
Time and cost: Manual vs. automated billing
Let’s talk about the bottom line: How much time and money does automation actually save?
Feature comparison: HandL vs. Traditional invoicing methods
HandL is ideal for growing creative and tech teams who want QuickBooks invoicing and payments functionality, without the overhead.
How to switch to HandL
Switching to HandL is refreshingly simple. Here’s how to do it:
- Connect your project tool (e.g., Monday, Asana, Trello, ClickUp)
- Define your project milestones
- Enable invoice automation tied to those milestones
- Send your first automated invoice
You’ll be fully operational in under 30 minutes. Most agencies see ROI within their first 1-2 paid projects. And because HandL replaces multiple tools like PayPal business invoicing, follow-up tools, and separate time trackers, the long-term savings pile up fast.
FAQs
1. What's the difference between an invoice and a receipt?
An invoice is a request for payment, usually sent before money changes hands. A receipt, on the other hand, confirms that a payment has been made. Mixing these up can confuse clients and delay payment. Modern systems like HandL automatically generate both, removing the guesswork and improving financial transparency.
2. How do I know if my current invoicing process hurts my business?
If you're dealing with late payments, scope disputes, or spending hours chasing unpaid invoices, it’s time to review your workflow. Major red flags include frequent billing errors, unclear invoice numbers, and manual tracking across disconnected tools. An invoice automation platform like HandL helps solve these problems by syncing billing with your project progress and reducing the need for constant follow-up.
3. Can I integrate HandL with tools I'm already using?
Yes! HandL is built to work seamlessly with popular project management tools like Asana, Trello, and ClickUp. Once connected, it uses e-invoicing software to automatically track milestones and send sales invoices. That means less admin for your team, faster client payments, and a more reliable process overall.
The final question
If you’re still wondering how to send an invoice or googling “invoice cloud software for agencies,” it’s time to ask a better question:
Why not automate the whole thing?
Traditional invoicing may get the job done, but it’s only one piece of the pie. It slows you down and drains your agency’s resources. HandL, on the other hand, turns billing into a seamless part of your workflow. It’s not an afterthought anymore.
Stop chasing payments.
Start getting paid on time, every time. Scale your small, humble studio to a full-scale service provider. Try HandL for free today.
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