Consulting Invoice Template

Covers the three ways consultants usually bill: day rates, a monthly retainer, and pass-through expenses. Edit the example below, then download a PDF.

Document
Look
Style
Brand colour
From (you)
Bill to
Line items
  1. $2,850.00
  2. $950.00
  3. $312.40
Totals
Amount due$4,112.40
Extra fields & notes

Your Name or Business12 Example Street Your Cityyou@example.com

Invoice

No.
INV-2026-014
Terms
Net 30
PO number
PO-55120

Bill to

Client Company Ltd400 Client Avenue Client Cityaccounts@client.example
DescriptionDaysDay rateAmount
Operations review – on-site workshops3$950.00$2,850.00
Findings report and presentation1$950.00$950.00
Travel expenses (receipts attached, at cost)1$312.40$312.40

Notes

Per engagement letter dated 2 September. Payment within 30 days.

Subtotal
$4,112.40
Total
$4,112.40
Amount due
$4,112.40
Turn this into:
Preview

What to put on a consulting invoice

Best for: Management, IT, marketing and HR consultants.

  • Engagement or purchase-order reference
  • Days or hours worked, or the retainer period
  • Expenses as separate lines (untick tax if they are pass-through)
  • Payment terms from the engagement letter

Tips

  • Many corporate clients reject invoices without a PO number: put it in the custom fields.
  • Expenses you re-bill at cost can be marked non-taxable per line.
  • Match the invoice period exactly to the timesheet or retainer month.

FAQ

How do consultants invoice a retainer?

Bill the retainer as one line for the period (e.g. "Advisory retainer – October"), at the start or end of the month as your agreement says.

Where does the PO number go?

Add a custom field called "PO number" so it prints in the header next to the invoice number.