Consulting Invoice Template

Edit this consulting invoice and download it as a PDF.

Ridgeway Advisory LLC

Bill to: Harbor Logistics Inc. 18 Pier Road

Invoice

INV-2031

Description	Qty	Rate	Amount
Monthly advisory retainer, April	1	$2,500.00	$2,500.00
Operations review workshop (half day)	1	$1,500.00	$1,500.00
Additional consulting hours, March	6	$175.00	$1,050.00
Travel: mileage at $0.70 per mile	92	$0.70	$64.40

Subtotal: $5,114.40
Sales tax (0%): $0.00
Total due: $5,114.40

Net 30. The retainer is billed in advance on the 1st of each month. Pay by card or PayPal using the link in your email.

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What to include on a consulting invoice

Consulting invoices usually go through a finance team that checks them against a contract. These six details help an invoice pass that check the first time.

1
The engagement and contract reference
Name the engagement and the statement of work or contract it falls under, plus any PO number. Finance teams match invoices to contracts before they approve payment.
2
Retainer and project fees on separate lines
Keep the monthly retainer apart from one-off projects and workshops, so the client can see what recurs and what doesn't.
3
Hours with the period they cover
For hourly work, state the period, such as March 1 to 31, and the rate. Attach a timesheet if your contract asks for one.
4
Reimbursable expenses at cost
List travel and other expenses the contract lets you pass on, with how you worked them out, such as miles times the agreed rate. Keep the receipts in case the client asks.
5
The right tax treatment
Many US states don't tax consulting services, but some do, and VAT or GST usually applies outside the US. Check the rules where you and the client are based.
6
Payment terms from your agreement
Use the terms in your contract, often net 30, with an exact due date. If the contract includes a late fee, state it on the invoice.

Consulting invoice template tips

How do I invoice a monthly retainer?

Bill it in advance on the same day each month, as one line naming the month it covers. Put extra hours and projects on their own lines so the retainer amount stays the same every month.

Can I add a markup to expenses?

Only if your contract allows it. Many consulting agreements reimburse expenses at cost, so bill the exact amount and keep the receipts.

Can I bill a client in another currency?

Yes. Pick the currency above the line items and every amount switches to it. The generator doesn't convert exchange rates, so enter amounts in the currency your contract uses.