Accounting for agencies that bill clients every month

Customers, deals and money in one place

Track new-business deals on a board (Lead, Qualified, Proposal, Negotiation, Won), dragging each card along with a next action and expected close date; prospect by email and you can switch to outreach stages instead. Move a deal to Won and Apsis offers to start the invoice for that client. Notes, emails, sent invoices and reminders build up in one timeline per client, so anyone on the team can see the history before a call. It’s a light CRM inside your books, not a replacement for a full sales platform.

Freelancers and contractors you pay

Enter bills, pay them, and print checks. At year end, the 1099s tab shows which contractors need a form and for how much, and can find the ones you paid by card, transfer or autopay from the bank’s wording.

Categories that fit an agency

Pick Agency when you set up and your income shows as Agency Fees, Retainers and Pass-through Billings, with expense categories for Freelancers and Pass-through Costs (media, freelancers), so ad spend you bill back doesn’t blur your margin.

Know your margin

Bank feeds (or file imports) bring in software, ad spend and contractor payments with suggested categories you approve, so your profit and loss stays current.

What you get for $19/month

• Invoices with terms in one click (due on receipt, or pay within 15, 30, 45, 60 or 90 days), the client’s PO number, your logo, and saved items
• Recurring invoices for retainers and regular clients (weekly, monthly, every 3 months or yearly), sent automatically or held for your approval
• Clients can pay a sent invoice by card or bank transfer on a page with your company name and logo (turn on once under Settings → Plan); card payments 0.5% capped at $10, ACH free
• Optional sales tax on invoices (choose during setup or turn on in Settings, add your rates, mark exempt customers). Settings shows which account each state’s tax is booked to and what’s in it, and you can point it at your own accounts. Apsis books what you owe but doesn’t file returns
• Email sent through Apsis or a Gmail account you pick for each company (any Gmail you sign in with), with a warning if an Apsis-sent email bounces
• Up to four automatic reminders, counted from the send date or the due date
• Receivables with aging, Adjust a balance (charges, credits and refunds), and customer statements
• Organizations, contacts and a deals board, with tasks, calls and an activity timeline
• Import prospects, customers, vendors and contacts from a spreadsheet, with a template, column matching and undo
• Take a copy of your data as spreadsheets at any time
• A history of who changed what, on each record and in a company activity log that can’t be edited
• Bank feeds (via Plaid) or file import (CSV, OFX, QFX), with suggested categories you approve (never booked until you do), plus reconciliation
• Bills, bill payments, check printing, and a 1099 list at year end showing who needs one and for how much
• 1 company and 3 users included (+$5 per extra user, +$10 per extra company); your accountant joins free

What Apsis doesn’t do (yet)

Apsis doesn’t run payroll. If you have employees, keep a payroll service and record payroll in your books.

Questions

Does Apsis send recurring retainer invoices automatically?

Yes. Make any invoice recurring (weekly, monthly, every 3 months or yearly). Same amount every time goes out by itself; amounts that change wait for you to approve. Reminders follow up as usual.

Can clients pay by card from the invoice?

Yes. An Administrator turns on customer payments once under Settings → Plan. Clients pay a sent invoice by card or bank transfer on a page with your company name and logo; card payments cost 0.5% capped at $10, and ACH stays free. You can still match a deposit from your bank feed.

How many people can use it?

Three users are included per account, then $5/month each. One accountant seat per company is free.

Apsis is bookkeeping software, not a tax advisor. Your CPA still files your taxes.