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Immigration Consultant Invoice Template

Free invoice templates for immigration consultants built for professional fees, government filing fees, and translation fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: immigration consultant invoice, immigration consultant bill, or immigration advisor invoice.
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Download Free Immigration 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.

Printable Immigration Consultant Invoice Template

Best for:
Totals, dates, client, signatures.

Custom Immigration Consultant Invoice Template

Best for:
Logo, USCIS fields, case and file IDs.

Editable Immigration Consultant Invoice Template

Best for:
Edit steps, disbursements, translations.

Free Immigration Consultant Invoice Template

Best for:
Case type, fees, forms, notes.

How to Invoice as an Immigration Consultant

A simple flow that turns work into a clear invoice your client can pay fast.
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In 5 Steps:
  1. Confirm the scope and estimate in writing, including who covers government fees.
  2. Collect a retainer and record it as a deposit on the client account.
  3. Track time, tasks, and reimbursable costs while you work.
  4. Build the invoice with clear lines for services and expenses, attach receipts, and apply the deposit.
  5. State the balance and payment terms, send the invoice, and offer easy ways to pay.
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What to Include in an Immigration Consultant Invoice

These are the must-have fields for clear, compliant invoices.
These are the must-have fields for clear, compliant invoices.
  • Business name, address, email, phone
  • Client name and contact info
  • Invoice number
  • Issue date and due date
  • Consultant license or registration ID
  • Case file or matter reference
  • Engagement scope summary
  • Payment terms and accepted methods
  • Retainer or deposit received to date
  • Tax and currency notes, check local rules

Billing Scenarios for Immigration Consultants

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

1.
Initial Consultation (1 hr); Consultation Summary
One-hour consultation booked
Shows the time spent and the deliverable the client receives.
2.
Case Preparation (flat fee); Retainer Deposit
Client signs for full application package
Pairs the main service with the client deposit credit.
3.
Government Filing Fee (pass-through); Courier/Postage
Government filing paid on client behalf
Separates your service from third party costs for clarity and tax.
4.
Additional Dependent; Document Preparation Add-on
Extra dependent added mid project
State due date, accepted methods, and any late fee policy in the header; if you charge late fees, check local rules.
5.
Rush Service; After Hours Work
Client requests expedited turnaround
Makes priority handling and overtime visible.
6.
Certified Translation; Notary/Certification
Captures outside services and admin time tied to the case.
Captures outside services and admin time tied to the case.
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Professional fees and filings for immigration consultants

Itemize professional fees, filings, translations, and courier charges with professional invoice line items.

Charge or Service
Unit
Taxable
When to use
How to show it
Eligibility assessment
Time
New client or new case type
Hours × hourly rate. Capture intake, document review, and eligibility mapping so scope and risks are clear.
Family petition preparation
Item
Sponsoring a spouse, parent, or child
Qty × fixed rate. Includes forms completion and checklisting; split out fees, translations, printing, and courier elsewhere.
Employment PERM recruitment mgmt
Item
Running PERM ads and tracking
Qty × fixed rate. Manage recruitment calendar and evidence; bill ad costs separately as pass-through.
RFE response drafting
Time
Responding to a request for evidence
Hours × hourly rate. Analyze notice, draft arguments, and compile exhibits; align scope to the specific RFE issues.
Consular packet assembly
Item
Case moving to consular stage
Qty × fixed rate. Assemble DS forms, civil docs, and instructions; exclude government fees and shipping to separate lines.
Interview preparation coaching
Time
Before embassy or USCIS interview
Hours × hourly rate. Run a mock interview and review likely questions; tailor to officer notes where available.
Rush/after-hours surcharge
Item
Deadline inside 48 hours or off-hours
Qty × surcharge rate. Applies to urgent work outside normal hours; use only when timeline is client-driven.
Certified translation coordination
Item
Non-English documents required
Pass-through as billed. Coordinate certified translators; add admin markup% if agreed in engagement letter.
Government filing fee
Item
Paying agency filing charges
Pass-through as billed. List exact form or petition; never discount or bundle with service labor.
Printed application set
Item
Taxable
Client requests bound hard copies
Qty × unit rate. Provide printed, tabbed copies the client keeps; keep service labor on separate lines.
Save and reuse your immigration fees and services
Create a free account and save filing fees, translation rates, and courier charges once, so nothing gets retyped.
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Common Immigration Consultant Invoicing Mistakes

Real headaches, simple fixes that keep cash flow steady and cut disputes.

Mistake
How to fix it
Vague scope on the invoice creates confusion and pushback.
Use a short plain-language summary of what you did and tie it to the signed scope or change notes.
Billing for new work without written approval leads to disputes.
Get a quick sign-off by email or your portal before you add the new charge, then reference that approval on the invoice.
Show hours with time units and flat items with quantity noted, so reviewers can trace the math fast.
Show hours with time units and flat items with quantity noted, so reviewers can trace the math fast.
State due date, accepted methods, and any late fee policy in the header; if you charge late fees, check local rules.
State due date, accepted methods, and any late fee policy in the header; if you charge late fees, check local rules.
Skipping currency or exchange notes causes short pays on cross-border clients.
Set the invoice currency in the header and note the conversion basis if needed, so the client pays the right amount.
Not attaching receipts for reimbursable expenses triggers back-and-forth.
Attach scans for couriers, translations, or other third party costs and note that they are client expenses, not your fees.

Immigration Consultant Invoice FAQs

Bill for case assessments, USCIS filing fees, translations, PERM stages, and RFEs the right way. Use our Immigration Consultant Invoice Template. Get clear answers.

How should I bill government filing fees to USCIS?

List them as pass-through costs with receipts. Keep your service fee separate. Example line item: “USCIS I-130 Filing Fee (pass-through): $675.”

What’s the best way to price an H-1B petition?

Use a flat fee with a clear scope. Exclude RFEs and premium processing as add-ons. Example: “H-1B Preparation Fee: $1,900; Premium Processing Coordination: $150.”

Can I charge for a 30-minute eligibility consult and credit it later?

Yes. State that the consult applies to the case if hired within 30 days. Example: “Initial Consultation, 30 min: $100; Credit on I-130 Package: −$100.”

How do I itemize translations and credential evaluations?

Break them out by unit. Add vendor names when you can. Example: “Translation, 6 pages @ $35/page: $210; Credential Evaluation (XYZ Evaluators): $180.”

Should RFEs be hourly or a fixed project fee?

If scope is unknown, go hourly with a cap. For routine RFEs, a fixed fee works. Example: “RFE Response, 4 hours @ $150: $600” or “RFE Response Flat: $750.”

What belongs on a PERM recruitment bill?

List each recruitment channel and dates. Include ad spend, tracking, and your coordination fee. Example: “PERM Ads: Sunday Newspaper: $1,100; Job Board: $350; Recruitment Log Prep: $250.”

How do I set up a retainer for ongoing employer sponsorships?

Take an upfront deposit and draw down as cases move. Replenish when it hits a threshold. Example: “Corporate Immigration Retainer: $3,000; May Activity Drawdown: −$1,125.”

Anything I must disclose on the bill as a nonlawyer visa consultant?

Yes. Note that you provide nonlegal immigration services and cannot give legal advice. Rules vary—check local rules. Example: “Service Type: Nonlegal Immigration Assistance; No legal advice provided: $0.”

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