Payroll Services Invoice Template

Free invoice templates for payroll service providers built for per-employee fees, payroll processing fees, and tax filing fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: payroll services invoice, payroll services bill, or payroll invoice

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Download Free Payroll Services 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.

Editable Payroll Services Invoice Template

Best for:

Edit employees, rates, filings, fees.

Custom Payroll Services Invoice Template

Best for:

Logo, EIN, PO, cost center fields.

Printable Payroll Services Invoice Template

Best for:

Totals, taxes, signatures, period dates.

Free Payroll Services Invoice Template

Best for:

Pay period, headcount, hours, rate lines.

How to Invoice as a Payroll Service

Bill clean for each pay cycle so clients know what they are paying for.

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In 5 Steps:

Confirm the scope for the billing period: pay cycles run, headcount, states, and add-ons.
Calculate charges: base fee, per employee fee times headcount, per run fees, and add-ons.
Add any setup or year end items, filing fees, delivery charges, and taxes where required, and check local rules.
Request an implementation deposit before onboarding and note how it will be applied to the first invoice.
Issue the invoice for the period, attach a payroll summary, apply any deposit or credits, and state payment terms.

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What to Include in a Payroll Service Invoice

Use these fields to keep your invoice clear and compliant.

Invoice number
Issue date and service period
Your business name, address, and contact
Your tax ID
Client legal name and billing contact
Client account or payroll ID
Contract or SOW reference
Line items subtotal, tax on services, and total due
Deposit or credit applied and remaining balance
Payment terms, accepted methods, late fee policy, and data processing agreement reference

Billing Scenarios for Payroll Services

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

Implementation deposit; Onboarding setup

New client onboarding

Shows the upfront work before the first run and how the deposit is handled.

Base subscription; Per employee fee

Monthly service plus headcount

Separates the fixed platform cost from volume based pricing.

Off cycle run fee; Rush processing

Extra off cycle run

Flags a one time rush outside the normal schedule.

Year end filing package; Per form fee

Year end reporting

Add a tax line when required and note the basis, and check local rules.

Additional state filing; Per state surcharge

Multi state filings

Shows costs tied to extra jurisdictions.

Garnishment setup; Per check admin

Explains admin time for court ordered deductions.

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Per employee fees and processing for payroll services

Itemize per employee fees, processing, tax filings, and W2 and 1099 issuance with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Payroll setup & onboarding

Item

New client kickoff

Qty × setup rate. Capture entity details, pay schedules, and banking so first run is clean.

Employee new hire setup

Item

Add a new worker

Qty × rate per employee. Collect I-9/W-4 data and set deductions to prevent miswithholding.

Recurring payroll processing

Item

Regular scheduled run

Qty × rate per run. Confirm hours, salaries, and approvals before cutoff to avoid reruns.

Off-cycle payroll run

Item

Out-of-band payment

Qty × rate per run. Use for bonuses or corrections outside the normal schedule.

Tax filing & payment

Item

File and remit taxes

Qty × rate per period. E-file returns and transmit liabilities on time to prevent penalties.

Year-end W-2 prep & e-file

Item

Annual employee forms

Qty × rate per employee. Reconcile totals, then e-file and deliver copies to meet deadlines.

1099 preparation & e-file

Item

Pay contractors yearly

Qty × rate per recipient. Validate TINs and amounts to reduce correction filings.

Wage garnishment administration

Item

Court-ordered deductions

Qty × rate per order. Track orders, withhold correctly, and remit to agencies on schedule.

Expedited payroll processing

Item

Same-day or rush need

Qty × rush fee. Prioritize entry and approvals to meet urgent pay dates.

Check stock & envelopes

Item

Taxable

Print paper paychecks

Qty × unit cost. Provide secure check stock and matching envelopes; pass-through as billed.

Save and reuse your payroll fees

Create a free account and save per employee fees, processing, and filing charges once, so nothing gets retyped.

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Common Payroll Service Invoicing Mistakes

Invoices fail when details are vague or totals are hard to check. Use these fixes to get paid without disputes.

Mistake

How to fix it

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

State the exact pay cycle dates and the month covered on every invoice.

Bundling everything into one line hides costs and triggers pushback.

Break out base service, volume charges, filings, and add-ons on separate lines for clarity.

Show the quantity source and any proration math so totals can be checked.

Add a tax line when required and note the basis, and check local rules.

Vague payment terms delay cash and invite late pay.

State net days, accepted methods, and any late fee policy in plain language.

Applying credits without context confuses the balance due.

List each credit with a short note and show the new balance after credits.

Payroll Services Invoice FAQs

Line items for pay runs, filings, W-2s, garnishments, adders, and terms for U.S. payroll providers. Use our Payroll Services Invoice Template, clear answers.

How should I bill per pay run vs monthly retainer?

Many payroll companies use a base monthly fee plus a per-employee per-run charge. Example: “Base fee $150; Pay run processing $3 × 24 employees = $72.”

What do I charge for new employer setup and data migration?

Quote a one-time onboarding fee tied to the size and data cleanup. Example: “Employer setup $250; Historical import 12 months × $50 = $600.”

Should multi-state payroll have a surcharge?

Yes, each registered state adds filings and tracking. Example: “Additional state registration and filings 2 states × $40/month = $80.”

How do I price year-end W-2 and 1099 processing?

Set a per-form rate plus an e-file bundle. Example: “W-2 processing 18 × $4 = $72; 1099-NEC 6 × $5 = $30; E-file package $25.”

What belongs on a tax filing and notice resolution line?

Bill quarterly and annual forms, plus time to resolve notices. Example: “Form 941 prep and e-file $65/quarter; Tax notice research 1.5 hrs × $90 = $135.”

How do I show off-cycle or same-day payroll runs on the invoice?

Create a separate rush line with a clear trigger. Example: “Off-cycle payroll run $45; Same-day processing surcharge $75.”

How do I itemize garnishment administration and child support deductions?

Charge per order per pay period and a setup fee. Example: “Garnishment setup $20; Ongoing admin 3 orders × $6/run = $18.”

How do I bill for amended returns or prior-period corrections?

Use a per-form fee plus time for research. Example: “941-X preparation $120/form; Correction analysis 1 hr × $95 = $95.”