ClauseryConsulting invoice template
Consultants bill time, retainers and expenses, and clients want to match each to the engagement. This template starts with consulting hours, a workshop day, a monthly retainer and expenses at cost.
Opens with the lines below already in. Add your prices; the subtotal, tax and total are calculated, and your next invoice starts with your business details and the next number.
No sign-up. Your answers stay in your browser. Who it is for: Independent consultants, advisers and small consultancies. · Updated
Example: a consulting invoice
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Consulting (hours) | 20 | $150.00 | $3,000.00 |
| Workshop day | 1 | $1,800.00 | $1,800.00 |
| Monthly retainer | 1 | $2,500.00 | $2,500.00 |
| Expenses at cost, receipts attached | 1 | $340.00 | $340.00 |
| Subtotal | $7,640.00 | ||
What to put on a consulting invoice
Every invoice needs your details, the client's, an invoice number, the date, what you charged and when payment is due (see how to write an invoice). For consulting work, also:
- The engagement or project name and the client's purchase order number, if they gave you one.
- Hours or days worked in the period, at the rate in your agreement.
- The retainer for the month, if you work on one, separately from any extra hours.
- Expenses at cost with receipts attached, if your agreement allows them.
Getting paid
- Monthly invoices in arrears for hourly work, or in advance for retainers, are the norm.
- Larger clients pay faster when the invoice quotes their purchase order number and goes to accounts payable, not your contact.
- Payment terms of 14 to 30 days are typical; write yours on every invoice.
Before the work: the paperwork
An invoice is easier to get paid when it points back to something the client signed. Use the free consulting agreement to agree the price, scope and payment terms first, and the retainer agreement or the statement of work when you need them.
Free tool: Freelance rate calculator, to work out what to charge.
Questions
Should a consulting invoice list every hour?
A summary by week or by task is usually enough, with a detailed timesheet attached if the client asks for one.
How do I bill expenses?
At cost, with receipts, unless your agreement allows a markup. List them as their own lines.
What is the difference between a retainer and hourly billing?
A retainer is a fixed monthly fee for agreed availability or work; hours beyond it are billed separately. Clausery has a free retainer agreement.
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General information, not legal or tax advice. Rules on what an invoice must show vary by country and trade; check yours.