Facebook Ads Client Billing in Nepal: Invoice Template and Process

Facebook ads invoice template Nepal agencies can copy

If you run boosts and campaigns for local businesses, you need a Facebook ads invoice template Nepal clients understand at a glance. Most clients do not care about CPM or ad sets. They want to know three things: how much they pay, what they get, and for how many days.

Below is a simple layout that works for freelancers and small agencies. Copy it into Google Docs, Word or your billing tool and keep it the same for every client. A consistent invoice looks professional and makes disputes rare.

• Header: your business or trade name, address, phone, and your PAN (or VAT number if you are VAT-registered).
• Invoice number and date: a running number such as INV-2083-045, and the date in BS or AD (many clients prefer BS).
• Bill to: client name, business name, phone, and the client's PAN if they have one.
• Line item: campaign name, Facebook Page, objective (messages, reach, page likes), start date and number of days.
• Calculation: daily budget in USD × days × your billing rate in NPR per USD = amount.
• Service fee: a separate line if you charge management on top, or a note that it is included in the rate.
• Tax line: only if you are VAT-registered and issuing a VAT bill.
• Total, amount received, balance due: so partial payments are visible on the same page.
• Payment details: eSewa ID, Khalti number, bank QR or account number, and the due date.

A worked example of one campaign invoice

Pricing by daily budget is the most common way Nepali operators bill boosts, because clients can compare offers easily. You set a billing rate (rupees per dollar) that covers your dollar-card cost, card fees and your margin.

Keep the billing rate on the invoice. When the client later asks why a 10-day boost cost what it did, the maths is right there.

PAN bill or VAT bill: which one do you issue?

In Nepal, a business below the VAT threshold is normally not VAT-registered and issues a PAN bill. A business that is VAT-registered issues a VAT bill and adds 13% VAT. Secondary tax guides put the VAT registration threshold for services at NPR 30 lakh of turnover over a rolling 12 months, and some business types must register regardless of turnover. Confirm the current rule and your classification with the Inland Revenue Department (IRD) or a tax advisor before deciding.

Whatever bill type you issue, tax guides list the same minimum details: the seller's name and PAN, the buyer's name (and PAN if available), the transaction date, a description of the service and the value. Leaving these out can attract fines, so do not skip them to save time.

Remember that your client's money also pays Meta. Nepal applies a digital service tax and VAT to targeted online advertising sold by foreign platforms, so check whether your Meta receipts show tax lines and price your billing rate with that in mind.

The billing process, step by step

A good invoice is only half the job. The other half is a routine you follow every time, so you never run ads you were not paid for.

1. Agree the plan with the client on WhatsApp: Page, objective, daily budget, days and start date.
2. Create the invoice with the calculation line and send it as a PDF or screenshot.
3. Collect the upfront amount (many operators ask for 50% to 100% before launch) and save the payment screenshot.
4. Launch the campaign and note the real start date; the end date is start date plus days.
5. Track actual spend from Ads Manager or your dollar-card charges while it runs.
6. If the client extends, add a new line or a new invoice for the extra days instead of editing the original.
7. When the campaign ends, collect the balance and mark the invoice paid. If it stopped early, bill only what was spent and record the rest as credit.

Prepaid vs postpaid billing for ad clients

Meta does not ask you to prepay. It charges your card when you reach your billing threshold or on your monthly billing date, and you can still be billed after you pause an ad. That means your dollar card is exposed the moment ads go live.

For that reason most small operators in Nepal bill clients in advance. Postpaid billing (client pays after the campaign) only makes sense for trusted, repeat clients, and even then you should cap how much unpaid spend you allow at one time.

A middle path works well: take half upfront, launch, and collect the rest on day three or four once the client sees messages coming in. Results are the best payment reminder.

Common billing mistakes to avoid

• Mixing clients on one invoice line. One line per campaign keeps extensions and refunds clean.
• Not writing the billing rate. Without it, a client who compares with another agency only sees a bigger rupee number.
• Rounding without recording it. If the client pays Rs. 3,800 on a Rs. 3,852 bill and you accept it, write down the Rs. 52 discount so your profit report stays true.
• Billing planned budget after an early stop. If the campaign stopped on day 6 of 10, the client should pay for what ran, not for all 10 days.
• Losing payment screenshots. IRD rules require business records to be kept for years, and screenshots are your proof in disputes.

Doing this without a spreadsheet

A Word template and a spreadsheet will carry you through your first few clients. Past ten or fifteen active campaigns, keeping invoice totals, dues and dollar-card balances in sync by hand gets error-prone.

AdsLedger calculates the client charge from daily budget × days × billing rate when you create a campaign, tracks partial payments and dues per client, and applies round-off automatically when a client pays a slightly lower amount. You can see how it works in the payment tutorial.

Frequently asked questions