About this consulting invoice template
Bill clients for advisory, strategy or professional services. This template shows the three most common ways consultants bill: a monthly retainer, extra hours beyond it, and reimbursable expenses passed through at cost.
Example consulting invoice line items
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Monthly advisory retainer (June) | 1 | $3,500.00 | $3,500.00 |
| Additional strategy sessions beyond retainer (hours) | 6 | $175.00 | $1,050.00 |
| Reimbursable travel: airfare and lodging, client site visit (at cost) | 1 | $642.18 | $642.18 |
| Subtotal | $5,192.18 | ||
Tips for consulting invoices
Name the billing period
For retainers, put the month or date range in the line item. It prevents confusion about which period a payment covers.
Bill overage hours separately
Keep hours beyond the retainer on their own line with the rate from your engagement letter, and attach a time report if the client expects one.
Mark expenses as reimbursable
Label pass-through costs as reimbursable and at cost so they are not mistaken for fees. Keep the receipts in case the client asks.
Match your engagement terms
Use the payment terms in your contract. Net 30 is standard for larger companies, whose accounts payable teams often pay in batches.
Frequently asked questions
How do consultants invoice for a retainer?
Invoice at the start of each period for the fixed retainer amount, naming the period in the line item. Bill any work beyond the retainer as separate hourly lines.
Should I include a time log with a consulting invoice?
If you bill hourly, a short time log with dates, hours and a description of the work helps the client approve the invoice quickly. Attach it to the same email as the PDF.
Is this invoice template free?
Yes. Edit the example, add your logo and download a PDF with no account, no watermark and no limit on how many invoices you make. Everything stays in your browser.
Invoice templates for other industries
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