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Bookkeeper Invoice Template

Free invoice templates for Bookkeepers built for hourly labor, account reconciliation, and payroll processing fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: bookkeeper invoice, bookkeeper bill, or bookkeeping invoice.
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Download Free Bookkeeper Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom Bookkeeper Invoice Template

Best for:
Logo, PO, client and cost center.

Editable Bookkeeper Invoice Template

Best for:
Edit rates, categories, cleanup.

Printable Bookkeeper Invoice Template

Best for:
Totals, approvals, dates, signatures.

Free Bookkeeper Invoice Template

Best for:
Hours, accounts, period, tasks, notes.

How to Invoice as a Bookkeeper

Set the scope, map the period, and bill clean so clients know what they pay for.
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In 5 Steps:
  1. Confirm scope, deliverables, and the service period with the client.
  2. Track time or flat-fee tasks against the period.
  3. Add pass-through fees and filing charges that apply.
  4. Calculate tax on taxable items, check local rules.
  5. Apply any deposit or retainer, set terms, and send the invoice.
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What to Include in a Bookkeeper Invoice

These are the must-have fields for clear, compliant invoices.
These are the must-have fields for clear, compliant invoices.
  • Business legal name and address
  • Tax ID or business registration number
  • Client name and billing address
  • Invoice number
  • Issue date and due date
  • Service period covered
  • Payment terms and late fee policy
  • Remit-to details and payment methods
  • Purchase order or client reference number
  • Sales tax registration ID if required, check local rules

Billing Scenarios for Bookkeepers

How to label charges so every invoice makes sense the moment your clients see it.

1.
Monthly bookkeeping retainer; Service period [Month]
Ongoing monthly work
Shows the flat fee tied to the calendar period, so clients see what the month covers.
2.
Cleanup bookkeeping; Catch-up months [range]
Past months to clean up
Separates one-time cleanup from current work, so scope and price are clear.
3.
Payroll processing; Per employee fee
Payroll processing added
Breaks out the base run and headcount so scaling is transparent.
4.
Sales tax filing; Filing fee
Sales tax filing
Check local rules, tag taxable items only, and store the client’s tax status on file.
5.
Contractor forms prep; E-file fee
Year-end contractor forms
Clarifies this is seasonal compliance, not monthly bookkeeping.
6.
On-site visit; Travel time
Flags time away from desk, so clients expect the extra charge.
Flags time away from desk, so clients expect the extra charge.
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Hourly rates and services for bookkeepers

Itemize hourly labor, reconciliations, payroll, reports, and month end close with professional invoice line items.

Charge or Service
Unit
Taxable
When to use
How to show it
Monthly bookkeeping
Item
Ongoing monthly service
Qty × monthly rate. Define scope for bank feeds, entries, and standard reports to avoid scope creep.
Clean-up & catch-up
Time
Books behind or messy
Hours × hourly rate. Reconcile historical periods and fix chart-coding so current work runs clean.
Account reconciliation
Time
Tie out statements
Hours × hourly rate. Reconcile bank, card, and loans; document variances for audit trail.
Accounts payable processing
Item
You handle vendor bills
Qty × per-cycle rate. Enter bills, route approvals, and schedule payments with clear cutoffs.
Accounts receivable invoicing
Item
You create/send invoices
Qty × per-cycle rate. Draft invoices, email statements, and apply customer receipts promptly.
Payroll processing
Item
You run regular payroll
Qty × per-payrun rate. Prepare payroll, submit filings, and archive confirmations for compliance.
Sales tax return filing
Item
You file tax returns
Qty × per-return rate. Prepare returns, submit payments, and retain workpapers with source detail.
1099 vendor prep
Item
Year-end vendor forms
Qty × per-vendor rate. Collect vendor details, code payments, and generate forms with review logs.
Audit prep support
Time
Auditor requests arrive
Hours × hourly rate. Build schedules, pull backup, and answer auditor questions in writing.
Rush month-end close
Item
Accelerated close needed
Qty × rush rate. Prioritize close outside the standard window; confirm deliverables and cutoff dates.
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Create a free account and save hourly rates, payroll fees, and tasks once, so nothing gets retyped.
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Common Bookkeeper Invoicing Mistakes

Invoicing can go sideways when details blur. Use these simple fixes to keep approvals quick and payments predictable.

Mistake
How to fix it
Leaving out the service period makes charges look duplicated and slows payment.
Add the covered dates under the header and match them to the work performed.
Bundling software or filing fees into labor hides pass-through costs and invites disputes.
List non-labor charges on separate lines and note who the vendor is when useful.
Track retainers as prepaid credits and subtract them from the subtotal before tax.
Track retainers as prepaid credits and subtract them from the subtotal before tax.
Check local rules, tag taxable items only, and store the client’s tax status on file.
Check local rules, tag taxable items only, and store the client’s tax status on file.
Using vague descriptions like “bookkeeping” gives reviewers nothing to approve.
Use clear verbs and results, like reconcile accounts and deliver monthly reports.
Missing a PO or approval reference triggers AP rejection and rework.
Capture the client’s reference number during onboarding and include it on every invoice.

Bookkeepers Invoice FAQs

Billing catch-up work, payroll add-ons, 1099 prep, retainers, and sales tax. Use our Bookkeepers Invoice Template to itemize fees, markup, and terms for clear answers.

How should I bill for catch-up bookkeeping on messy books?

Price a discovery block, then bill cleanup by hour or as a fixed package. Add a backlog surcharge by month. Example line: “Catch-up bookkeeping, 6 months @ $250 = $1,500.”

What belongs on an invoice for monthly bookkeeping services?

Show scope by line: reconciliations, month-end close, and management reports. Add terms like Net 15 and late fees. Example line: “Monthly bookkeeping: Reconcile 3 bank/2 card accounts + close, flat $650.”

Can I charge a retainer for ongoing work?

Yes. Set a monthly retainer credited against hours, with rollover caps. Example line: “Bookkeeping retainer, 10 hours @ $95 = $950; overage billed @ $110/hr.”

How do I bill payroll processing and per-employee costs?

Use a per-run base plus a per-employee fee. Add year-end W-2/1099 handling as a separate item. Example line: “Payroll processing, 1 run = $50; 12 employees @ $4 = $48.”

What’s the right way to show software subscriptions I pay on the client’s behalf?

List them as reimbursable expenses with agreed markup. Attach receipts when possible. Example line: “QuickBooks Online Plus, pass-through $90 + 10% admin = $99.”

How do I handle sales tax filing across multiple states?

Bill per filing per state, and charge for nexus reviews separately. Rules vary—check local rules. Example line: “Sales tax filing, CA + NY, 2 filings @ $85 = $170; Nexus consult, 1 hr @ $120.”

What should my terms say for late documents or rush closes?

Set a document cutoff and a rush fee or after-hours rate for accountants and controllers. State that late docs trigger a change order. Example line: “Rush month-end close (<48 hrs) surcharge = $250.”

How do I price and show 1099 prep during year-end?

Charge per contractor plus e-file/TIN check fees. Note client responsibility for missing W-9s. Example line: “1099-NEC prep, 12 contractors @ $18 = $216; e-file @ $5 each = $60.”

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