Consulting invoice template
For consultants and advisors who bill by the hour, by the day or on a monthly retainer. Clear line items and a reference to your engagement letter keep approvals quick.
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What to include on a consulting invoice
- Engagement or contract reference, so the client’s finance team can match it quickly.
- Billing period covered by the invoice (for example 1–30 September).
- Retainer, hourly and day-rate items on separate lines.
- Expenses listed separately and billed at cost unless agreed otherwise.
- PO number if your client uses purchase orders; many will not pay without one.
Tips to get paid faster
- 1Ask your client whether they need a PO number before sending the first invoice.
- 2Send retainer invoices at the start of each month, and overage invoices at the end.
- 3Keep a simple time log and offer it rather than attaching it to every invoice.
- 4Address the invoice to the right person in accounts payable, not just your project contact.
- 5Use consistent billing dates so clients can plan for your invoices.
Frequently asked questions
How do I invoice a consulting retainer?
Add one line for the retainer fee for the period, plus separate lines for any hours beyond what the retainer covers. Invoice the retainer in advance, usually on the first of the month.
Should expenses be on the same invoice as fees?
They can be, as separate line items. Mark them as billed at cost, and keep receipts in case the client asks to see them.
Hourly or day rate?
Day rates suit workshops and on-site work; hourly suits ad-hoc advice. Use whichever your engagement letter specifies.