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Consulting Invoice Template

Consultants often bill companies with accounts payable departments that want things just so. This template lists retainers, extra hours and reimbursable expenses, with a note asking the client to reference their PO number.

Accent

Paired addresses and a full-width ruled table.

Use this template

Prefills the free invoice generator. Online documents use the standard app layout.

Download the template

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INVOICE[Your logo]Invoice #: [0001]Issue date: [MM/DD/YYYY]Due date: [MM/DD/YYYY] (Net 30)From[Your Business Name][Street address, City, State ZIP][Email] · [Phone]Bill To[Client Name][Company, if any][Street address, City, State ZIP]DescriptionQtyRateAmountStrategy engagement, retainer for the period1$6,000.00$6,000.00Additional workshop facilitation (hours)5$225.00$1,125.00Travel: airfare and lodging, at cost1$812.40$812.40Sales tax %0Subtotal:$7,937.40Sales tax:$0.00Total due:$7,937.40NotesPer our statement of work. Please include this invoice number and your PO number with payment.How to pay[Bank transfer, card, check: how your client can pay you]Made with Invoixy · invoixy.com | 1 / 1

Your download uses this layout and accent. Replace the bracketed fields and example line items with your own details.

What to include on a consulting invoice

  • The client's purchase order (PO) number, if they gave you one
  • A reference to the contract or statement of work
  • The billing period the invoice covers
  • Retainer or project fees, then additional hours and rate
  • Reimbursable expenses at cost, itemized
  • Payment terms (Net 30 is common for companies) and remittance details

Tips for consultants

Use the client's PO number

Many accounts payable teams can't pay an invoice without it. Ask for it at kickoff.

Bill expenses separately

Itemize travel and other costs at cost, and keep receipts ready in case the client asks.

Invoice on a schedule

Bill retainers on the same day each month so they become routine on the client's side.

Questions

How do I invoice a consulting retainer?

Bill the agreed monthly amount as one line with the month it covers, then add any hours beyond the retainer as a separate line with your hourly rate.

Should I mark up expenses?

Most consultants pass expenses through at cost unless the contract says otherwise. Whatever you do, follow your agreement and itemize them.

What payment terms do consultants use?

Net 30 is standard when billing companies. Larger clients may ask for Net 45 or Net 60; agree on this before you start.

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