Design and creative production: Invoicing software for animation studios
Invoicing software for animation studios that puts approved stages, finished scenes and agreed extra revisions from the same software on an invoice, with a payment link and automatic reminders.
Where invoices stall for animation studios.
Animation studios often invoice in instalments: part at the start, part after storyboard approval, the rest at delivery. In between comes extra work: an additional revision round, a scene that was added, an extra language version or a licence that had to run longer. That extra work is agreed by email and often only looked up for the final invoice, when the client has long forgotten it. An instalment invoice sometimes goes out before the stage has actually been approved, and afterwards nobody knows exactly which instalment has been paid. Then the discussion is about an invoice instead of about the film.
Invoicing software for animation studios
Example- 1
Collect approved stages
DoneFor each production the approved stages are already in the software, with date and approver.
- 2
Review the exceptions
In progressAn instalment whose stage hasn't been approved yet, or extra work without the client's agreement, gets flagged.
- 3
Instalment invoice with payment link
NextOnce reviewed, the invoice goes to the client with a payment link and references to the approvals.
From finished work to paid invoice.
Collect approved stages
For each production the approved stages are already in the software, with date and approver. Extra work that was requested and agreed, such as an additional round or scene, goes on the invoice as a separate line. Each line refers to an approval or an agreement, so the client can check what they are paying for.
Review the exceptions
An instalment whose stage hasn't been approved yet, or extra work without the client's agreement, gets flagged. A licence outside the quote also shows up. The producer or whoever handles invoicing reviews those items and records why a line goes along or waits for the next instalment.
Instalment invoice with payment link
Once reviewed, the invoice goes to the client with a payment link and references to the approvals. If payment doesn't arrive, reminders go out automatically, and per instalment you can see what has come in. An agency reselling the work gets the reference of its own client project on the invoice.
Invoicing from the same software.
Quote, approvals and extra work live in the same software as the invoice, so agreed prices don't have to be typed in again. Hours from time tracking remain information for the producer, not an invoice line on a fixed price. Payment status per instalment is visible with the production and in the client's portal. Your bookkeeper can look along or receive an export of the invoices and the tax overview.
Instalments by stage or by date
Invoicing by stage ties payment to progress, but if a client is slow to approve, payment slips too. Invoicing by date gives you certainty, but can feel like paying for something that isn't finished. A middle ground is invoicing by stage with a latest date, so a delay on the client's side doesn't end up on yours.
Extra work now or at delivery
Invoicing extra work right after it's agreed keeps amounts small and the agreement fresh. Invoicing everything at delivery is tidier for the client, but produces a large final invoice that sometimes leads to arguments. The software handles both, as long as each piece of extra work has its own agreement.
Show hours or only results
On a fixed price, the result is what counts: an approved stage. Showing hours can justify extra work, but also invites a debate about efficiency. Most studios show the number of scenes or rounds for extra work, not the hours, and keep hours internal for their own post-project costing.
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Read the storyWhat we set up for your invoicing.
The instalments per stage from your quotes are ready at the start, with agreed extra work as a separate line, a flag for instalments without approval and a payment link on every invoice. We invoice an ordinary production together and a tricky one, where a client had an extra round and an extra language version made. Invoices for agencies with their own references are switched on as soon as you work for such an agency.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan we invoice an instalment if the client doesn't respond?
If the quote sets a latest date for approval, the software marks the instalment as billable after that date. The producer decides whether the invoice actually goes out. The agreement is the starting point, not the client's silence, and you stay in control of the relationship.
How do we make sure extra work isn't forgotten?
Any extra work requested and agreed in the portal lands in a list of items not yet invoiced. Those appear automatically as lines on the next invoice. An agreement made only by phone has to be recorded first before it counts, which also gives the client a written trace.
What if an agency wants a separate invoice per client project?
Then the agency's reference is recorded per production. The software creates a separate invoice for each production carrying that reference. The agency can pass the costs straight on to its own client, without anyone on your side having to split lines by hand.
Can licence extensions be invoiced on to the client?
Yes. An extension is registered with the asset in the register and added to the production as extra work. Once the client agrees, it appears as a line on the next invoice, together with the new end date of the licence.
What often connects to this.
- Quotation software for animation studiosQuoting software for animation studios that costs a production by scenes, complexity and revision rounds, so client and studio agree to the same assumptions.
- Digital job cards for animation studiosDigital job cards for animation studios: a scene card per shot with the current storyboard version, feedback, file location and status, so everyone works from the same version.
- Website for animation studiosA website for animation studios that shows, per animation style and production type, what a client can expect, how a project runs and what a first conversation needs.
Invoicing without chasing details.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Invoicing software for animation studios: instalments per approved stage and agreed extra revision rounds on one invoice, with a payment link.
- Collect approved stages
- Review the exceptions
- Instalment invoice with payment link