Grant Writer Invoice Template

Free invoice templates for Grant Writers built for grant research, proposal writing, and revisions. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: grant writer invoice, grant writer bill, or grant writing invoice.

Browse Templates

PDF, Word, Excel, Google Docs.

Create Online Invoice

Free Generator. No sign-in.

Download Free Grant Writer 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.

Printable Grant Writer Invoice Template

Best for:

Totals, due dates, approvals, signatures.

Custom Grant Writer Invoice Template

Best for:

Logo, funder fields, PO and grant ID.

Editable Grant Writer Invoice Template

Best for:

Edit per page, research, revisions, rush.

Free Grant Writer Invoice Template

Best for:

Project, pages, milestones, and edits.

How to Invoice as a Grant Writer

Use a simple flow that ties your scope, dates, and deposit to a clean total.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

In 5 Steps:

Confirm scope, milestones, rate type, and deposit in writing before work starts.
Track work against the agreed scope with dates for each milestone or period.
Build the invoice with clear parts, add tax only on pass-through costs if required, and check local rules.
Request or record the deposit, then apply the deposit to the balance on the final or next invoice.
Send the invoice with due date, payment options, and a short note on what happens next.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

What to Include in a Grant Writer Invoice

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

Business name, address, and contact
Tax ID or business registration
Client organization and contact
Invoice number and issue date
Service period or milestone dates
Project or grant program name
RFP or opportunity ID
Purchase order or contract reference
Retainer or deposit received and balance to apply
Payment terms and remittance details, check local rules

Billing Scenarios for Grant Writers

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

Project retainer; Deposit credit

New project kickoff with retainer

You secure commitment up front and show how the deposit reduces the balance later.

Grant narrative drafting; Budget development

Fixed-fee grant application package

This separates the core writing from the financials so value is obvious.

Research hours; Data sourcing

Hourly research and data gathering

Time and data pulls are variable, so track and bill only what was used.

Rush fee; After-hours work

Tight deadline request approved

Recheck calculations, show quantities and rate types, and apply tax only where allowed, then check local rules.

Additional revision cycle; Change order

Out-of-scope edits after sign-off

New edits past the agreed rounds are extra work and should be billed as such.

Submission prep; Portal submission

Final packaging and uploads take time and carry risk, so they stand alone.

Free Online Invoice

No sign-in. Save as PDF.

Create a Free Account

☝️ Risk-free 30-day trial.

What grant writers usually bill for

List research, proposal writing, revisions, submission, and consulting with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Discovery & Strategy Session

Time

New engagement or new program

Hours × hourly rate. Define goals, funding fit, timeline, and deliverables to align the proposal plan.

Funder Prospect Research

Time

Need a ranked funder list

Hours × hourly rate. Build a prioritized pipeline with deadlines and basic eligibility notes.

RFP/Guidelines Analysis

Time

New opportunity with complex rules

Hours × hourly rate. Extract must-haves, risks, attachments, and matching requirements before drafting.

Letter of Intent Draft

Item

Funder requests an LOI

Each LOI × flat rate. Write, edit, and format to funder specs and word limits.

Proposal Narrative Writing

Item

Approved to draft full proposal

Pages × rate or milestone %. Develop sections, integrate evidence, and tailor to funder voice.

Grant Budget Build

Time

Budget required by funder

Hours × hourly rate. Model direct/indirect, match, and cost notes that align with the narrative.

Logic Model & Outcomes

Item

Logic model or outcomes required

Flat fee. Define inputs, activities, outputs, and outcomes; ensure measures match funder criteria.

Rush/After-Hours Surcharge

Item

Deadline inside 72 hours or after 6 pm

Surcharge × rate. Applies to expedited or off-hours work; confirm in writing before starting.

Grant Portal Submission

Item

Ready to upload and submit

Flat fee + pass-through fees as billed. Prepare uploads, validate forms, and submit before cutoff.

Grant Reporting & Closeout

Time

Award requires interim or final reports

Hours × hourly rate. Collect data, draft reports, and file on schedule to maintain good standing.

Save and reuse your grant writing rates and fees

Create a free account and save research hours, writing fees, and revision rates once, so nothing gets retyped.

Create a Free Account

☝️ Risk-free 30-day trial. No card.

Common Grant Writer Invoicing Mistakes

Invoices stall when details are fuzzy or buried. Use these fixes to keep payments smooth and disputes rare.

Mistake

How to fix it

Bundling all work into one vague line makes the total look arbitrary and invites pushback.

Split the work into clear parts tied to phases or milestones, and keep descriptions short and plain.

Leaving out service dates and key deadlines confuses accounting and delays payment.

Always include start and end dates for the period and note any critical dates linked to the work.

Reference the agreement or SOW by title or ID and name the current milestone so the client can match it fast.

Recheck calculations, show quantities and rate types, and apply tax only where allowed, then check local rules.

Hiding payment terms and late fee rules hurts cash flow.

State the due date, any grace period, late fee policy, and how to pay in one clear block.

Listing third-party costs without proof looks padded and risks rejection.

Attach receipts or brief notes for databases, printing, or travel and mark them as pass-through expenses.

Grant Writers Invoice FAQs

Bill research, LOIs, narratives, budgets, portal setup, rush fees, and retainers the right way. Line items, markups, and terms for U.S. grant pros, clear answers.

How should I price a full proposal vs an LOI?

Use a project rate for a full proposal and a lower fixed fee for an LOI. Example: “Foundation Proposal – $3,800,” “LOI (2 pages) – $600.”

Can I charge separately for prospect research?

Yes. Break it out so clients see the value. Example: “Prospect Research: 8 hrs @ $95/hr = $760.”

What belongs on an invoice for a monthly retainer?

Spell out deliverables and usage against hours. Example: “Retainer: 20 hrs @ $90/hr = $1,800; Hours used: 17; Rollover: 3 hrs.” Use the Grant Writers Invoice Template to keep it consistent.

Are success fees allowed for grants?

Rules vary—check local rules. Federal grants ban contingency pay tied to awards, and many funders discourage it. Safer: milestone bonuses. Example: “On-time Submission Bonus – $300.”

How do I bill revision rounds and editor reviews?

Define what’s included, then price extra rounds. Example: “Includes 2 revision rounds; Additional Edits: $150/round; Independent Reviewer: $200 flat.”

What’s a fair rush fee for a tight deadline?

Add a rush percentage for sub-10 day turnarounds. Example: “Rush Fee (7-day turnaround) – 20% of project = $760.”

Can I bill for Grants.gov, SAM.gov, or portal setup?

Yes. Treat registrations and portal builds as setup services. Example: “SAM.gov Renewal – $150; Grants.gov Workspace Setup – $120; Portal Profile Build – $95.”

How should I structure progress billing on a large federal proposal?

Invoice by milestones. Example: “Needs Assessment Draft – 25% = $1,250; Budget & Justification – 25% = $1,250; Final Submission – 50% = $2,500.”