Engineering Consultant Invoice Template

Free invoice templates for engineering consultants built for billable hours, milestone payments, and travel expenses. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

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

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Custom Engineering Consultant Invoice Template

Best for:

Logo, project, PO and permit IDs.

Editable Engineering Consultant Invoice Template

Best for:

Edit scope, revisions, site visits.

Printable Engineering Consultant Invoice Template

Best for:

Totals, dates, approvals, signatures.

Free Engineering Consultant Invoice Template

Best for:

Hours, stamping, calcs, site notes.

How to Invoice as an Engineering Consultant

Keep it phase-based, log everything, and apply retainers so clients see exactly what they’re paying for.

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In 5 Steps:

Set scope, phases, and rates in a signed SOW, and collect a retainer if required.
Track billable hours, travel, and reimbursables against the SOW as work happens.
Record approved changes and capture their change-order IDs in your log.
Generate the invoice at a milestone or month end, apply the retainer as a credit, and verify totals.
Send the invoice with payment terms, delivery options, and proof of delivery saved to your files.

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What to Include in an Engineering Consultant Invoice

Use these fields so your invoice is clear, traceable, and compliant.

Your business name, address, email, and phone
Client name and billing address
Invoice number and invoice date
Project name and project or site address
PO or SOW or contract reference
Service period start and end dates
Professional license # and stamp info (if required; check local rules)
Permit or inspection numbers (if applicable; check local rules)
Tax ID or VAT number
Payment terms, due date, and accepted methods
Late fee policy
Retainer or deposit received and credits applied

Billing Scenarios for Engineering Consultants

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

Consulting hours; Travel time

On-site visit with billable travel

This separates work time from getting there so the client sees how the clock ran.

Feasibility study (fixed); Final report

Flat-fee feasibility study

Shows the fixed scope and the deliverable the client receives.

Preliminary design; Final design

Design work billed by phase

Ties payments to clear milestones the client can approve.

Change order #___; Additional hours

Client-approved scope change

Show the retainer as a prior payment credit and net it against current charges. Reconcile the remaining balance on every invoice.

Lab/testing fees; Reimbursable expenses

Third-party testing or permit costs

Keeps pass-through costs separate from your labor.

Emergency call-out; After-hours surcharge

Flags urgent work and the premium the client agreed to.

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Billable services and deliverables for engineering consultants

Itemize hours, milestones, CAD deliverables, and travel with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Site Visit & Field Measurement

Time

Verify conditions on site

Hours × hourly rate. Capture photos, dimensions, and notes to de-risk design changes.

CAD Drafting & 3D Modeling

Time

Turn markups into drawings/models

Hours × hourly rate. Keep files named/versioned so revisions track cleanly.

Structural Load Calculations

Time

Size beams, joists, or connections

Hours × hourly rate. Attach calc sheets to the submittal for reviewer clarity.

PE Stamp & Sealed Drawings

Item

Issue final sealed plans

Each × fixed rate. Confirm scope and jurisdiction requirements before sealing.

Feasibility & Concept Report

Item

Early go/no-go decision

Each × fixed price. Summarize options, constraints, and assumptions to align stakeholders.

Permit Package Preparation

Item

Assemble plans for permitting

Each package × fixed price. Include checklists and forms; permit fees billed separately.

Construction Admin (RFIs)

Time

Answer RFIs or review submittals

Hours × hourly rate. Log responses with dates to maintain a clear audit trail.

As-Built Record Drawings

Item

Document field changes at closeout

Each set × fixed price. Base on contractor redlines and verified site measurements.

Printed Plan Sets

Item

Taxable

Provide hard-copy drawings

Sets × unit rate. Include sheet count and size; shipping billed as pass-through if used.

After-Hours/Rush Service

Time

Nights, weekends, or fast turns

Hours × after-hours rate. Confirm written approval for overtime before starting.

Save and reuse your engineering rates and expenses

Create a free account and save hourly rates, milestone fees, and report charges once, so nothing gets retyped.

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Common Engineering Consultant Invoicing Mistakes

These trip up smart people and slow cash, but each has a simple fix you can apply today.

Mistake

How to fix it

Using vague scope lines that don’t tie to the SOW leads to disputes and slow pay.

Map each line to the SOW section or milestone and use plain deliverable names. Add a short outcome so the client sees value.

Leaving off service dates makes time entries look padded and invites pushback.

Add start and end dates for the work period and reference a timesheet or field log.

Include your license number and stamp when needed and name the responsible engineer. If rules vary, check local rules.

Show the retainer as a prior payment credit and net it against current charges. Reconcile the remaining balance on every invoice.

Dropping 'miscellaneous' lump sums without detail looks arbitrary and hurts trust.

Break the amount into clear units like hours, fixed deliverables, or expenses and add one-line descriptions.

Inconsistent invoice numbers or missing the client PO or SOW reference stalls approvals.

Use a consistent numbering scheme and include the client PO and SOW IDs on every invoice to speed routing.

Engineering Consultants Invoice FAQs

Line items for design hours, field work, subconsultants, stamps, and reimbursables. Terms for retainers, milestones, and change orders. Engineering Consultants Invoice Template tips, clear answers.

How do engineers bill differently for design work vs field time?

Most firms price design at a higher rate than site visits due to tools, software, and liability. Split them. Example line items: “Senior Engineer, Design, 12 hrs @ $185 = $2,220” and “Field Verification, 4 hrs @ $140 = $560.”

What belongs on a feasibility study invoice?

List scope, fixed fee or hours, and any reimbursables. Example: “Feasibility Study Lump Sum = $3,500” plus “Records Retrieval, 2 hrs @ $95 = $190” and “Plan Room Copies = $26.”

Can I take a retainer and draw it down on progress bills?

Yes. Show it as a credit until exhausted. Example: “Retainer on Account = -$2,000” with current charges, then “Balance Due This Period = $1,450.”

How should travel, per diem, and mileage be billed?

Bill mileage, per diem meals, lodging, and travel time if your contract allows. Example: “Mileage, 86 mi @ $0.67 = $57.62,” “Per Diem Meals, 2 days @ $55 = $110,” “Travel Time, 1.5 hrs @ $95 = $142.50.”

Should I add a markup on subconsultants like survey or geotech?

Common practice is pass-through plus a management fee. Spell it out in terms. Example: “Geotech Subconsultant Invoice = $2,400” and “Subconsultant Admin Markup 10% = $240.”

When do I charge for PE stamping and sealed drawings?

Charge when you sign and seal, even on small jobs, if it was not included in the base fee. Example: “PE Stamp and Seal, 2 sheets @ $150 = $300.”

How do I handle change orders and out-of-scope RFIs?

Open a new line with clear notes, then price by T&M or agreed lump sum. Example: “Change Order 02, Add Stair Stringer Calc, 3 hrs @ $170 = $510.”

Can I bill for meeting time and city coordination?

Yes, if the agreement lists meetings and agency coordination as billable services. Example: “AHJ Coordination, 1.25 hrs @ $140 = $175” and “Owner Meeting, 1 hr @ $160 = $160.”