Data Recovery Invoice Template

Free invoice templates for data recovery specialists built for parts and labor, diagnostic fees, and replacement drive. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: data recovery invoice, data recovery bill, or drive recovery invoice.

Browse Templates

PDF, Word, Excel, Google Docs.

Create Online Invoice

Free Generator. No sign-in.

Download Free Data Recovery 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 Data Recovery Invoice Template

Best for:

Logo, chain-of-custody and case IDs.

Printable Data Recovery Invoice Template

Best for:

Totals, diagnosis, approval, signatures.

Editable Data Recovery Invoice Template

Best for:

Edit tiers, cleanroom, parts, shipping.

Free Data Recovery Invoice Template

Best for:

Device, media, capacity, attempt, notes.

How to Invoice as a Data Recovery Specialist

A simple flow that protects client data and makes charges easy to follow.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

In 5 Steps:

Approve the recovery plan after diagnosis and take a deposit if required.
Do the work and log the steps, time, tools, and parts used.
Create the invoice from the log so each charge is clear and tied to the work done.
Attach proof like a file list or checksum report and apply the deposit and any taxes.
Collect payment, deliver the data on the agreed return media, and note retention and warranty terms.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

What to Include in a Data Recovery Invoice

These are the must-have fields for clear, compliant invoices.

Invoice number and issue date
Client name and billing contact
Business name, address, tax ID, and license #
Case or work order #
Device/media details (make, model, serial, capacity)
Service dates and technician name
Data handling consent and privacy notice (check local rules)
Chain-of-custody or intake form ID
Return media ID and delivery method
Payment terms, deposit received, and due date

Billing Scenarios for Data Recovery Specialists

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

Cleanroom hardware recovery; Donor parts

Physical drive failure that needs cleanroom work

Hardware fixes and parts add cost beyond software recovery.

Logical data recovery; File system repair

Deleted or formatted files on a healthy drive

Work stays software-only and is billed separate from hardware repair.

RAID reconstruction; Volume recovery

RAID or NAS that will not mount

Mapping disks and rebuilding the array is extra time.

Decryption handling; Key verification

Encrypted drive where you provide a key

Capture identifiers on intake and copy them to the invoice. Include capacity and any prior opening notes.

Board repair; Data extraction

Water damaged phone or board failure needing micro work

Bench work comes before imaging the data.

Rush service; After-hours

Speed work often happens outside normal hours.

Free Online Invoice

No sign-in. Save as PDF.

Create a Free Account

☝️ Risk-free 30-day trial.

What data recovery labs usually bill for

Detail diagnostics, clean room work, recovery hours, replacement drives, and deliverables with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Diagnostic & Media Evaluation

Item

At intake, before quote

Qty × fixed rate; document symptoms and power-ons to set scope and rule out simple fixes.

Drive Imaging (Forensic Clone)

Time

When media is readable

Hours × hourly rate; image first to protect the original device and work only from the clone.

Cleanroom Drive Disassembly

Time

When drive clicks or stalls

Hours × hourly rate; open in a certified cleanroom to prevent contamination during head or platter access.

Logical Data Recovery

Time

When file system is corrupt

Hours × hourly rate; rebuild partitions, MFT, catalogs, or directories to restore data structure.

RAID Assessment & Rebuild

Time

For arrays with errors

Hours × hourly rate; identify order, parity, and failed members before reconstructing the array safely.

Encrypted Drive Handling

Time

BitLocker/FileVault present

Hours × hourly rate; validate keys/tokens and maintain chain-of-custody notes for client records.

Replacement Transfer Drive

Item

Taxable

When returning large data

Cost × (1 + markup%); select capacity to fit recovered data with headroom and label media clearly.

Donor Drive/Parts Procurement

Item

Taxable

For head/board swaps

Cost × (1 + markup%); source compatible donors by model, microcode, and date codes to maximize success.

Rush/After-Hours Surcharge

Item

When turnaround is urgent

Qty × after-hours rate; prioritize recovery and communicate expected milestones.

Data Verification & Report

Time

Before delivery/approval

Hours × hourly rate; checksum samples and deliver a file-tree report to confirm scope with the client.

Save and reuse your recovery rates and parts

Create a free account and save diagnostics, recovery rates, and media fees once, so nothing gets retyped.

Create a Free Account

☝️ Risk-free 30-day trial. No card.

Common Data Recovery Invoicing Mistakes

Real jobs get messy, but these fixes keep money talk clean and prevent disputes.

Mistake

How to fix it

Not stating if the job is “no data, no fee” or has an attempt fee, which sparks disputes.

Write the policy in the terms and on the invoice. Use plain language about what is billed when nothing is recovered.

Skipping a signed data handling consent and chain of custody, which risks privacy complaints.

Add consent and custody IDs on every invoice and keep the signed forms. If special rules apply, check local rules.

Split the work into separate lines with short, clear summaries. Tie each charge to the case log.

Capture identifiers on intake and copy them to the invoice. Include capacity and any prior opening notes.

Forgetting to apply the deposit to the balance, which overbills the client.

Subtract the deposit and show the math near the total. Note the payment method and reference the receipt.

Not telling clients what happens with partial recoveries, which causes scope fights.

Define partial success in writing and how it is billed before work starts. Mirror that language on the invoice.

Data Recovery Invoice FAQs

Bill for cleanroom work, RAID rebuilds, donor drives, rush service, and chain-of-custody handling the right way. Use our Data Recovery Invoice Template. Clear answers.

How do you bill when the recovery fails?

Most labs use “no data, no fee,” but the evaluation may still apply. Example: “Drive evaluation – $79; Imaging attempt – $0 (no data).”

What’s the pricing model for RAID rebuilds?

We price per drive, array type, and lab time. Example: “RAID-5 imaging (4 disks) – 6 hrs @ $150/hr = $900; Rebuild and verification – 3 hrs = $450.”

Do you charge for the evaluation or diagnostic?

Yes, and many credit it if you approve the job. Example: “Diagnostic – $99 (credited upon approval).”

How do rush or after-hours fees work?

Emergency work adds a surcharge or higher hourly rate. Example: “Expedited queue – +25% = $187.50; After-hours lab time – 2 hrs @ $225/hr = $450.”

Can you handle encrypted drives?

Yes, but decryption prep adds time for the recovery specialist. Example: “BitLocker handling – $75; Decryption attempt – 1 hr @ $150/hr = $150.”

What if only part of the files are recovered?

We share a file list and price by data set or hours recovered. Example: “Partial set (photos only) – $325; Lab time – 2 hrs @ $150/hr = $300.”

How do you return the data?

We ship on a new drive or transfer to your cloud. Example: “1TB external target – $79; Data copy – 1 hr @ $150/hr = $150; UPS Ground – $18.”

Can you support legal or medical cases?

Yes. Digital forensics and HIPAA work require chain-of-custody and extra documentation. Example: “Forensic imaging – 2 hrs @ $175/hr = $350; CoC admin – $95; NDA – $0.”