Consulting invoice template
Consulting invoice template
Bill hours or days clearly: one line per week or phase, hours as the quantity and your rate as the price, so the client sees exactly what they're paying for.
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Hours × rate, by period
The clearest consulting invoices bill time in blocks the client can match to their calendar. Use one line per week, phase or workstream:
| Description | Qty | Price |
|---|---|---|
| Strategy consulting, Nov 3–7 (hours) | 12 | 175 |
| Strategy consulting, Nov 10–14 (hours) | 9.5 | 175 |
| Stakeholder workshop, half day | 1 | 950 |
Hours are the quantity, your rate is the price, and the period sits in the description. Quarter and half hours work (9.5, 0.25). If you bill by the day, write “(days)” and use your day rate.
Hourly, daily, fixed or retainer
- Hourly suits open-ended advice. Keep a timesheet and attach it if the client asks; the invoice stays one page.
- Daily suits workshops and on-site work: “Facilitation, 2 days”.
- Fixed fee per deliverable suits defined scopes: “Market entry assessment, final report”.
- Retainer: one line for the month (“Advisory retainer, November”), plus extra hours as their own line.
Expenses and terms
Pass on agreed expenses as separate lines (“Travel: Boston–Chicago, Nov 6”) so they aren't mistaken for fees. Many companies pay on 30-day terms, often “Net 30” from the invoice date; put the actual due date on the page and, for larger clients, a purchase-order number in the notes. Charging VAT? Start from the UK or EU VAT template instead.
Questions
How do I show hours on an invoice?
Make the hours the quantity and your hourly rate the price, and put the period in the description: “Strategy consulting, 3–7 Nov (hours)”, 12 × 175. Half hours work too (9.5).
Should I list every day separately?
Usually not: one line per week or per phase keeps the invoice to one page and is easier to approve. Keep the detailed hours log and attach it if the client asks.
How do I invoice a monthly retainer?
One line for the retainer (“Advisory retainer, November”) at the agreed amount, plus any extra hours as their own line.