Download Free HR Consultant 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 HR Consultant Invoice Template

Best for:

Logo, PO, cost center and SLA fields.

Editable HR Consultant Invoice Template

Best for:

Edit scope, audits, training, policy.

Printable HR Consultant Invoice Template

Best for:

Totals, dates, approvals, signatures.

Free HR Consultant Invoice Template

Best for:

Headcount, roles, hours, notes.

How to Invoice as an HR Consultant

Follow this simple flow to bill cleanly, get paid on time, and keep work moving.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

In 5 Steps:

Confirm scope, rate, and timeline in a written SOW before work begins.
Collect a retainer or kickoff deposit if required and note how it will be applied.
Track hours, deliverables, and out of pocket costs by date while you work.
Create the invoice for the covered period, attach timesheets or brief notes, and include receipts.
Apply the retainer per your SOW, set due date and terms, send the invoice, and follow up.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

What to Include in an HR Consultant Invoice

Use these fields to keep your invoices clear, compliant, and easy to approve.

Invoice number
Issue date and due date
Your business name, address, email, and phone
Client name and billing address
Project or SOW title and ID
Purchase order or client reference number
Service period covered (date range)
Tax ID or VAT number, if applicable
Payment terms and accepted methods
Compliance or certification IDs (e.g., SHRM, HRCI), if relevant

Billing Scenarios for HR Consultants

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

Monthly Retainer; Hours Applied

Monthly retainer with drawdown against hours

Shows the prepaid amount and how much of it was used this period.

Onsite Consulting Day; Travel Expenses

Onsite day that required travel

Separates your day rate from mileage, lodging, and other reimbursables.

Recruitment Services; Ad Spend Reimbursement

Recruiting a role with paid job ads

Makes your service fee distinct from pass through ad costs.

Handbook Development; Revision Round

Employee handbook project with set rounds of revisions

Add the SOW ID or PO number to the invoice header and match their naming.

Consulting Hours; Rush/After-hours Surcharge

Work that started after hours or on short notice

Flags the premium so the higher rate is not mistaken for your base rate.

Training Session; Materials

Separates the session fee from per-person materials so headcount is clear.

Free Online Invoice

No sign-in. Save as PDF.

Create a Free Account

☝️ Risk-free 30-day trial.

Billable services and retainers for HR consultants

Include hours, retainers, recruiting, training, and travel with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

HR Audit & Gap Analysis

Time

New client or annual review

Hours × hourly rate. Map risks and priorities before project work begins.

Employee Handbook Draft

Item

Client needs a current handbook

Per deliverable × fixed rate. Build core policies and tailor to the client’s size and risk.

Policy Drafting (per policy)

Item

Add or update a single policy

Per policy × fixed rate. Use the client’s templates or yours and secure sign-off.

Recruitment Sourcing & Screening

Time

You source candidates for a role

Hours × hourly rate. Track outreach, screening notes, and candidate status.

Workplace Investigation

Time

Complaint or incident requires inquiry

Hours × hourly rate. Follow a documented process and keep evidence files separate.

Onboarding Package Setup

Item

New hire paperwork and workflows

Per hire × fixed rate. Prepare offers, checklists, and schedules so day one runs clean.

Onsite Day & Travel

Item

You’re onsite for meetings or training

Day × day rate. Includes travel within service area; log mileage or fares in notes.

Background Check Pass-Through

Item

Third-party screenings are required

Pass-through as billed. Get client approval and attach the vendor invoice.

After-Hours HR Support

Time

Nights, weekends, or holidays

Hours × after-hours rate. Reserve this for true urgencies and document outcomes.

Change Order / Out-of-Scope

Time

Extra work not in the proposal

Hours × hourly rate. Use after a written scope change to avoid disputes.

Save and reuse your HR consulting rates

Create a free account and save hourly rates, retainers, and recruiting fees once, so nothing gets retyped.

Create a Free Account

☝️ Risk-free 30-day trial. No card.

Common HR Consultant Invoicing Mistakes

Busy weeks cause sloppy invoices that slow payment. Use these quick fixes to keep approvals smooth.

Mistake

How to fix it

Leaving off the service period makes clients question what they are paying for.

Always show the exact date range covered. Tie time entries to those dates.

Using one vague line for an entire project hides effort and invites disputes.

Break work into clear lines by work type or milestone and add a short note for each.

List time and out-of-pocket costs on separate lines and attach receipts.

Add the SOW ID or PO number to the invoice header and match their naming.

Omitting payment terms and late-fee policy weakens your leverage.

State due date, accepted methods, and any late fee or interest, and check local rules.

Charging the wrong tax on services risks noncompliance and write-offs.

Confirm tax rules for services before invoicing and apply tax only where required. Check local rules.

HR Consultant Invoice FAQs

Bill retainers, recruiting, trainings, audits, and pass-through checks with line items, markups, terms, and compliance tips for HR pros, clear answers.

How should I bill a monthly retainer for ongoing HR advisory?

Use a fixed monthly draw and track time against it. Show hours used and overage. Line item: “Retainer, 20 hrs @ $175/hr: $3,500; Overage, 3 hrs @ $175/hr: $525.”

What belongs under recruiting costs vs pass-throughs?

Charge your fee as service, and pass actual expenses at cost. List receipts for transparency. Line item: “Recruiting service fee: $2,000; Pass-through: LinkedIn job ad: $350.”

How do I handle background checks and job ad fees?

Treat vendor charges as pass-throughs with zero markup or a disclosed admin fee. Attach receipts. Line item: “Background check, pass-through: $42; Admin fee 10%: $4.20.”

What’s the right way to charge for an employee handbook project?

Use milestone billing: discovery, draft, final. Add change requests as separate lines. Line item: “Handbook draft delivery: $1,800; Change request, 2 hrs @ $150/hr: $300.” Use the HR Consultant Invoice Template to keep each milestone and change clear.

Can I bill travel time and onsite training separately?

Yes. Bill travel time at your policy rate and training by hour or per attendee. Line item: “Travel time, 1.5 hrs @ $100/hr: $150; Harassment training, 3 hrs @ $175/hr: $525.”

What terms should my invoice include for investigations or after-hours work?

State rush or after-hours premiums and confidential records handling. Rules vary—check local rules. Line item: “Workplace investigation, after-hours premium 25%: $250 on $1,000.”

How do I add state compliance tasks like I-9 or EEO-1 to the invoice?

List each task as a service with prep time and filing support. Mention state posters if you provide them. Line item: “I-9 audit, 4 hrs @ $150/hr: $600; Labor poster set: $95.”

What about late cancels for training days?

Set a cancellation window and fee. Include room or materials if pre-purchased. Line item: “Training day cancel inside 48 hrs: $600; Printed manuals: $120.”