Usage per client, retainers, time and the month's invoice
For each agency client, SmartMy Marketing counts the month's messages, AI use and files. It keeps the retainer and the hours your team logged. It makes the month's invoice in one press: retainer lines, extra hours and usage, each line saying what it is.
PLANSScale only
Why it matters
An agency loses money in two quiet places: hours spent beyond the retainer, and messages and AI answers it pays for on the client's behalf. SmartMy Marketing counts both inside the same account where the work happens. Each client's Entity counts its messages, AI use and files every night, and your team logs time on the client's project. One button then makes the month's invoice with the retainer, the extra hours and the usage. Each line says what it is and for which month. The client can see where every number came from, and nothing has to be copied from another tool.
The problem it solves
- The retainer covers 20 hours, the team spent 31, and the extra 11 never reach the invoice.
- WhatsApp messages and AI answers for a busy client cost you money that is never passed on.
- The month's invoice is built from three spreadsheets and a guess.
- A client disputes a line, and nobody can show where the number came from.
How it works
- On the client, press Make the Project. The team logs time on the client's tasks with Odoo Timesheets.
- On the Retainer and Prices tab, add the retainer services (a service product, quantity and monthly price). Add the Hourly Rate (Extra Time) and the Hours in the Retainer.
- Add usage prices if you pass usage on: Per 1,000 Messages, Per AI Unit and Per GB of Files.
- Every night, the client's Usage tab counts this month's messages sent, AI calls, AI units and files stored. Count This Month counts at once.
- At the month's end, press Make the Month's Invoice and choose the month. A draft customer invoice to the client opens.
- Check the lines in Invoicing and confirm. The Invoices button on the client lists them all.
Everything it does
Usage per client
- Messages Sent: WhatsApp, Instagram, Messenger, web chat and email sent from the client's Entity in the month
- AI Calls and AI Units used in the client's Entity
- Files (MB) stored in the client's Entity
- Counted every night; on the 1st the month before is counted once more
- All clients together: Marketing > Reports > Usage by Client, by month, with totals
- Usage by Client can be filtered by month and grouped by client or month, to compare clients
Retainer and prices
- Retainer services: Service (a service product), Description, Quantity, Monthly Price
- Hourly Rate (Extra Time) and Hours in the Retainer (a Month); 0 hours means every hour is charged
- Per 1,000 Messages, Per AI Unit, Per GB of Files
The month's invoice
- A draft customer invoice from the agency's Entity to the client
- One line per retainer service
- Extra time: the team's timesheet hours on the client's project in the month beyond the retainer's hours, at the hourly rate, saying both numbers
- Usage lines for messages (in thousands), AI units and files (in GB), each with the month
- A line appears only when its price is filled
- Origin: the client and the month; the invoice is linked to the client
Checks
- Nothing to invoice: add retainer services, an hourly rate or usage prices
- The client's Entity must be made first
- A month is invoiced once: pressing it again says the month is already invoiced; cancel that invoice in Invoicing to make it again
Who uses it
Agency ownerSets the retainer and prices, and reads usage across clients.
Account managerMakes the month's invoice for their clients and checks it.
Agency teamLogs time on the client's project.
AccountsConfirms the draft invoices and collects payment in Invoicing.
Where you use it
- Web: Marketing > Clients > the client (Usage and Retainer and Prices tabs, Make the Month's Invoice), Reports > Usage by Client
- Web: the invoices in Invoicing and the time in Timesheets
- Not in the phone app: this is done on the web. The SmartMy Marketing app covers chats, contacts, posts, leads and campaigns
What you control
Settings
- Hours in the Retainer: 0 (every hour charged at the hourly rate)
- Usage prices: empty (no usage lines)
- Usage count: every night (a scheduled job)
- Month on the invoice: last month
Questions
Which hours count as extra?
The team's timesheet hours on the client's project in the month, minus Hours in the Retainer. With 0 retainer hours, every hour is charged at the hourly rate.Do we have to charge usage?
No. Leave the usage prices empty and no usage lines appear. The Usage tab still shows the counts.Is the invoice sent by itself?
No. It is a draft. Check it, confirm it in Invoicing and send it as you send other invoices.Can we make a month's invoice again?
Yes, after you cancel the first one in Invoicing. While it is not cancelled, pressing Make the Month's Invoice says the month is already invoiced.Can the client see the usage?
Not on the portal today. Show the Usage tab or the invoice lines, which name the month and the amount for messages, AI units and files.What does Messages Sent include?
Every message sent from the client's Entity in the month: WhatsApp, Instagram, Messenger, web chat and email.Which plan has it?
Scale, with Odoo's Timesheets and Invoicing in your database.Related features
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