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- Consulting invoice
Consulting Invoice Template
Bill clients for advice, projects and retainers. Fill in the template above, add expenses, and send a professional PDF.
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Crisp, searchable PDF files that print well, in A4 or US Letter.
Remembers you
Your details, logo, tax and bank info carry over to the next invoice.
How to fill in a consulting invoice
- Add your firm’s details and logo, and your tax number if you are registered.
- Add the client and their PO or engagement reference. Larger clients often reject invoices without one.
- Add custom fields for anything the client needs to see, such as the service period (for example, April 1–30).
- List your fees by the unit you agreed: days, hours or a fixed monthly retainer. Rename “Qty” to “Days” or “Hours” to match.
- List reimbursable expenses separately, as described below.
- Set payment terms, usually Net 30 for corporate clients, and download the PDF.
Day rates, hourly fees and retainers
| Billing model | How it looks on the invoice | Best for |
|---|---|---|
| Day rate | Days × day rate, with the dates worked | Workshops, on-site engagements |
| Hourly | Hours × hourly rate, often with a summary of tasks | Advisory work in small pieces |
| Monthly retainer | One line: “Retainer – May”, billed in advance | Ongoing access and support |
| Fixed fee | One line per deliverable or milestone | Clearly scoped projects |
If a retainer covers a set number of hours, add a line for hours used beyond it. Detailed hour logs fit better on the hourly invoice template.
Billing expenses
Agree in your engagement letter which expenses the client will reimburse: travel, accommodation, software licenses, and whether you add a handling fee. On the invoice, list them below your fees with a clear description and date, such as “Train, London–Manchester return, May 6”. Keep the receipts, since clients often ask for copies.
Tax on reimbursed expenses varies by country. In some VAT systems you charge VAT on the re-billed amount, so check what applies to you. If you invoice clients abroad, use their currency and set the document language to match. For general guidance, see what is an invoice.
Questions people ask
Should I bill consulting by the day or the hour?
Either works if the client agreed to it. Day rates suit on-site or workshop days; hourly suits short, scattered pieces of work.
How do I invoice a monthly retainer?
Send one invoice each month, usually in advance, with a single line such as “Retainer – June”. Click New each month and your details carry over.
Can I add the service period to the invoice?
Yes. Add a custom field such as “Service period” and enter the dates.
Can I bill clients in another currency?
Yes. Any currency is supported, and amounts are formatted for the document language you choose.
Is this consulting invoice template free?
Yes. No account, no watermark, and nothing you type is uploaded.
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