Nonprofit Invoice Template

Free invoice templates for nonprofits built for program fees, membership dues, and sponsorship packages. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: nonprofit invoice, nonprofit bill, or not-for-profit invoice.

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Download Free Nonprofit 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 Nonprofit Invoice Template

Best for:

Logo, fund, grant and cost center fields.

Editable Nonprofit Invoice Template

Best for:

Edit projects, rates, in-kind lines.

Free Nonprofit Invoice Template

Best for:

Program, hours, expenses, grant ref.

Printable Nonprofit Invoice Template

Best for:

Totals, donor note, signatures, dates.

How to Invoice as a Nonprofit

Bill like a nonprofit with clear ties to funding, simple steps, and no surprises.

Free Online Invoice Generator

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In 5 Steps:

Confirm the scope, funding source, and whether a PO or exemption is required.
Itemize services and reimbursable expenses against the signed agreement or budget.
Add any required deposit or show a deposit already received and apply it to the balance.
Set payment terms and delivery method, then generate a clean PDF.
Send it to the payer’s AP contact, attach backup, and note how to pay.

Free Online Invoice Generator

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What to Include in a Nonprofit Invoice

These fields keep invoices clear, compliant, and fast to approve.

Organization legal name and logo
Remit-to address and contact email/phone
Invoice number and issue date
Client organization and billing contact
Purchase order or contract number (if applicable)
Funding source or grant/award ID (if applicable)
Service period (start–end dates)
Itemized services and reimbursable expenses
Subtotal, tax (if any), discounts, and total due
Payment terms, bank/wire details, and late-fee policy, plus tax-exempt or charity registration ID (check local rules)

Billing Scenarios for Nonprofits

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

Grant reimbursement; Grant agreement #

Grant-funded project reimbursement

Aligns charges with the approved budget so the funder can process payment.

Sponsorship package; Event or program name

Event sponsorship invoice

Shows sponsor benefits and the event the funds support.

Admin fee; Pass-through costs

Shared services billed to a partner

Separates overhead from reimbursable expenses for transparency.

Facility rental; Setup and cleanup fee

Facility or room rental for programs

Attach receipts and list date, vendor, and purpose for each expense. Match each item to the budget line or agreement clause.

Training fee; Materials

Training or workshop for an external group

Distinguishes facilitation work from tangible supplies.

Deposit received; Balance due

Shows funds on hand and the remaining amount.

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Program fees, memberships, and sponsorships for nonprofits

List program fees, membership dues, donations, and sponsorship packages with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Sponsorship Package

Item

Billing a sponsor for benefits

Qty × package rate. Spell out deliverables in the description to avoid disputes and keep development records clean.

Program Service Fee

Item

Charging for program delivery

Qty × fixed rate. Tie the fee to a signed scope so funders and clients see outcomes against cost.

Workshop Registration

Item

Collecting training sign-ups

Qty × per-attendee rate. Track headcount and attendance to reconcile grants and report outcomes.

Facility/Room Rental

Time

Renting your space by the hour

Hours × hourly rate. Include setup/teardown time and house rules to protect your site.

Merchandise/Swag Pack

Item

Taxable

Selling shirts, totes, or mugs

Qty × unit cost × (1 + markup%). Keep inventory SKUs and mark taxable as physical goods.

Printed Materials

Item

Taxable

Delivering printed programs or flyers

Qty × vendor cost × (1 + markup%). Note specs and print vendor; mark taxable for tangible prints.

Grant Writing

Time

Drafting a proposal or LOI

Hours × hourly rate. Log milestones and funder deadlines to justify time spent.

Special Event Permit Fee

Item

Passing through required permits

Pass-through as billed. Attach permit ID and issuing agency; keep a receipt for audit trails.

After-Hours Setup

Time

Night/weekend event prep

Hours × after-hours rate. Call out premium timing in the contract to manage expectations.

Change Order Work

Time

Scope changed after sign-off

Hours × hourly rate. Reference the change-order ID and capture approvals before starting.

Save and reuse your nonprofit fees and packages

Create a free account and save program fees, dues, and sponsorship packages once, so nothing gets retyped.

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Common Nonprofit Invoicing Mistakes

These slipups slow payments and create audit stress. Use the simple fixes to prevent disputes.

Mistake

How to fix it

Issuing an invoice for a donation confuses donors and creates accounting errors.

For contributions, send a gift acknowledgment, not an invoice. For pledges, send a reminder that is not a tax document.

Mixing restricted and unrestricted charges on one invoice hides how funds can be used.

Create separate invoices by fund code or program and state the service period. Keep support docs grouped the same way.

Collect the exemption documentation, keep it on file, and set tax to zero on eligible items. Check local rules.

Attach receipts and list date, vendor, and purpose for each expense. Match each item to the budget line or agreement clause.

Leaving out the service period and deliverables makes it hard to match the bill to work performed.

Include start and end dates and a short description of outcomes. Add a one line note if acceptance or sign off is required.

Using vague internal jargon makes line items unclear and slows approval.

Write in plain language your payer uses and add short notes where needed. Ask a teammate to review for clarity before sending.

Nonprofits Invoice FAQs

Grant, contract, and program billing for charities and NGOs: indirect rates, pass-throughs, retainers, and compliance-ready line items. Nonprofits Invoice Template, clear answers.

How should a nonprofit bill for cost-reimbursable grants?

Use funder-approved categories and attach receipts. Show admin overhead separately if allowed. Example line items: “Program Supplies, $640” and “Travel Mileage, 118 mi x $0.67 = $79.06.”

What belongs in an invoice for government contracts?

List contract number, period of performance, deliverables, and your UEI if required. Include backup. Example: “Deliverable 2: 3 Workshops @ $1,200 = $3,600; Indirect 10% = $360.”

How do we show an indirect cost rate?

Display the rate and the base. Apply it only to eligible direct costs. Example: “Direct Costs Subtotal $5,000; Indirect 12% of Directs = $600.”

Can we charge administrative or fiscal sponsor fees?

Yes if your agreement allows it. Name the fee and the basis. Example: “Fiscal Sponsorship Admin Fee, 7% of Cash Receipts, $350.”

How do we bill restricted vs unrestricted funds?

Tag each line with the grant or fund code so accounting stays clean. Example: “Youth Grant R-102: Teaching Artist, 12 hrs x $65 = $780” and “General Fund: Website Hosting, $29.”

What’s the right way to show in-kind donations?

Record them at fair value with a $0 charge on the bill or a separate acknowledgment. Example: “In-kind: Venue Rental, FMV $800, Billed $0; Notes: Non-cash support.”

Can we do progress billing on multi-year projects?

Yes. Tie each bill to milestones or percent complete. Example: “Milestone 2 Complete: Curriculum Draft, 40% of Contract $50,000 = $20,000.”

How should event revenue appear when we sell sponsorships and tickets together?

Split deductible and non-deductible portions when needed. Show each revenue type clearly. Example: “Gold Sponsorship, $5,000; 6 VIP Tickets @ $150 = $900; Booth Rental, $400.”