Consultant Invoice Template

Free invoice templates for Consultants built for billable hours, project fees, and expenses. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: consultant invoice, consultant bill, or consulting invoice.

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Download Free Consultant Invoice Templates

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Custom Consultant Invoice Template

Best for:

Logo, retainer, PO and cost center.

Editable Consultant Invoice Template

Best for:

Edit scope, expenses, visits, milestones.

Printable Consultant Invoice Template

Best for:

Totals, dates, approvals, signatures.

Free Consultant Invoice Template

Best for:

Hours, rate, deliverables, terms.

How to Invoice as a Consultant

Keep it simple: confirm the work, apply any retainer, and make it easy to pay.

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In 5 Steps:

Confirm the signed scope and what you delivered in the billing period.
Compile time logs and deliverables, then build the invoice with clear service lines and units.
Record any retainer collected and apply the correct amount as a credit.
Attach support like the SOW, approvals, and time reports.
Send the invoice with clear terms, payment options, and a set follow-up date.

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What to Include in a Consultant Invoice

These are the must-have fields for clear, compliant invoices that get processed fast.

These are the must-have fields for clear, compliant invoices that get processed fast.

Invoice number
Issue date and due date
Consultant legal name, address, and contact info
Client billing name and contact info
Tax ID or VAT ID (check local rules)
Project or SOW/contract ID
Service dates or period covered
Line items with service description, unit, quantity, and rate
Subtotal, tax, retainer/credit applied, and total due
Payment terms and instructions, including late fee policy and remittance details

Billing Scenarios for Consultants

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

Retainer received; Retainer applied

New client pays an upfront retainer

Shows the money held and the amount used so the balance makes sense.

Consulting hours; Time log reference

Ongoing hourly work

Connects billed hours to a source so the math is trusted.

Milestone delivery; Milestone fee

Fixed-fee project by milestone

Ties payment to a delivered stage so timing is clear.

Travel time; Travel expenses

On-site visit with travel

Put due date, accepted methods, and late fee policy in a visible spot. Use the same terms on the SOW and invoice.

Change order approved; Additional services

Scope change approved mid-project

Flags new work under client approval to avoid disputes.

Cancellation fee; Non-refundable prep time

Covers sunk time and holds to the contract.

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Billable services and expenses for consultants

Include hours, project fees, and expenses with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Discovery session

Time

Kickoff or scoping call

Hours × hourly rate. Capture requirements and define scope you can price against.

Fixed-fee audit & report

Item

You deliver a defined assessment

Fixed fee per SOW. Cover methodology and a concise executive summary.

Onsite workshop facilitation

Time

Team session with you onsite

Hours × hourly rate. Includes prep and facilitation time only; materials billed separately.

Implementation support

Time

Guiding client team during rollout

Hours × hourly rate. Coach, unblock, and document changes to keep work moving.

Monthly retainer

Item

Reserved access each month

Fixed fee per month. Define included hours or outcomes and rollover rules in SOW.

Milestone delivery payment

Item

On acceptance of a milestone

Fixed fee per milestone. Tie to clear acceptance criteria for fewer disputes.

After-hours support

Time

Nights, weekends, or holidays

Hours × after-hours rate. Use for urgent requests outside standard hours.

Change order labor

Time

Approved out-of-scope work

Hours × hourly rate. Reference the change order ID for traceability.

Travel & lodging pass-through

Item

Client-approved travel costs

Pass-through as billed. Attach receipts and note travel dates and purpose.

Participant workbooks

Item

Taxable

Printed materials for workshops

Quantity × unit cost × (1 + markup%). Ship to client or bring onsite.

Save and reuse your consulting rates and expenses

Create a free account and save hourly rates, project fees, and expense items once, so nothing gets retyped.

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Common Consultant Invoicing Mistakes

Invoices fall apart when details are fuzzy or buried. Use these fixes to keep cash moving and avoid disputes.

Mistake

How to fix it

Vague service descriptions cause pushback and slow approvals.

Write outcome-based descriptions with units and totals. Replace fluff with plain tasks a non-expert understands.

Missing service dates makes it hard for clients to match work to budgets.

Add start and end dates or the exact period covered. Keep the period format consistent on every invoice.

Show the prior balance, the credit applied, and the new balance. Reference the source of the credit.

Put due date, accepted methods, and late fee policy in a visible spot. Use the same terms on the SOW and invoice.

Leaving off the client’s PO or contract ID stalls processing.

Capture their required reference in your intake and include it on every invoice. Mirror their formatting exactly.

Charging tax incorrectly on services risks non-compliance and chargebacks.

Confirm if services are taxable for your work type and location before billing; check local rules. Show tax as its own line and keep records of how you calculated it.

Consultants Invoice FAQs

Bill strategy sprints, discovery, retainers, travel, and change requests with clean line items, markup, and terms. Use our Consultants Invoice Template. clear answers.

How should I bill a discovery workshop?

List prep, live session, and wrap-up separately. Example: “Workshop facilitation, 6 hrs @ $200/hr = $1,200; Prework, 2 hrs @ $200/hr = $400; Summary deck, fixed fee = $300.”

What do I put on the retainer drawdown invoice?

Show starting retainer, work applied, and remaining balance. Example: “Monthly retainer = $5,000; Hours used, 18 @ $175/hr = $3,150; Balance forward = $1,850.”

Can I charge for travel time and expenses?

Yes, if your proposal or SOW allows it. Example: “Travel time, 3 hrs @ $120/hr = $360; Airfare = $418; Hotel, 2 nights @ $165 = $330.”

How should I handle milestone billing on a fixed-fee project?

Tie each payment to a deliverable. Example: “Milestone 2: Journey map delivered = 30% of project fee = $4,500.”

Where do I list research databases or data purchases?

Create a pass-through expenses section. Example: “Survey platform seat, 1 month = $99; Industry dataset license = $450.”

How should change requests be priced and shown?

Add a new line with scope, rate, and impact on timeline. Example: “Change order 1: Extra stakeholder interviews, 4 hrs @ $175/hr = $700.”

What about subcontractor work or a specialist I bring in?

Bill as a marked-up cost or time and materials. Example: “UX researcher (subcontractor), 10 hrs @ $110/hr, 15% markup = $1,265.” A consulting firm or solo advisor can use either method.

How do I price after-hours or rush work?

Use a premium multiplier and call it out. Example: “Rush analysis, 6 hrs @ $200/hr x 1.5 = $1,800.”