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Private Investigator Invoice Template

Free invoice templates for private investigators built for labor, mileage charges, and background check fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: private investigator invoice, private investigator bill, or PI invoice.
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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 Private Investigator Invoice Template

Best for:
Logo, client, case and PO fields.

Free Private Investigator Invoice Template

Best for:
Case, hours, expenses, findings, notes.

Printable Private Investigator Invoice Template

Best for:
Totals, approvals, signatures, dates.

Editable Private Investigator Invoice Template

Best for:
Edit scope, travel, rush, media.

How to Invoice as a Private Investigator

Bill from a tight case log, use a retainer to reduce risk, and make every charge easy to verify.
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In 5 Steps:
  1. Log each task in your case file with dates, start and stop times, distance, and out-of-pocket costs.
  2. Confirm the client’s written authorization and scope, then estimate hours and expenses.
  3. Secure a retainer deposit and begin work once funds clear.
  4. Build the invoice from your log, apply the retainer to charges, and show the remaining balance.
  5. Send the invoice with payment terms and a brief report, then record payment against the case.
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What to Include in a Private Investigator Invoice

These are the must-have fields for clear, compliant invoices.
These are the must-have fields for clear, compliant invoices.
  • Business legal name, address, email, phone
  • Private Investigator license #
  • Client name and billing address
  • Invoice number
  • Invoice date and due date
  • Case or file reference #
  • Written authorization or PO #
  • Retainer or deposit received and amount applied
  • Payment terms, late fee, and accepted methods
  • Tax rate or exemption note (check local rules)

Billing Scenarios for Private Investigators

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

1.
Surveillance (hourly); Mileage (per mile)
Surveillance with travel
Shows time spent observing and the cost to move between locations.
2.
Background check (flat fee); Database access fee
Background check using paid sources
Separates your work from the third-party lookup cost.
3.
Interview time (hourly); Transcription fee
Interview with a witness or subject and transcript
Clarifies labor vs the cost to produce a readable record.
4.
Process service (flat fee); Extra attempt fee
Process service that needs extra attempts
Add the written authorization or PO along with the case or file number so AP can match and release payment.
5.
Court testimony (hourly); Travel time (hourly)
Court or hearing testimony with travel
Distinguishes billable appearance time from getting there and back.
6.
Rush fee; After-hours premium
Flags the premium for urgent timing so approval is smooth.
Flags the premium for urgent timing so approval is smooth.
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What private investigators usually bill for

Itemize labor, surveillance hours, mileage, database searches, and background checks with professional invoice line items.

Charge or Service
Unit
Taxable
When to use
How to show it
Field surveillance
Time
Covert watch on subject
Hours × hourly rate. Keep lawful vantage points and time-stamped logs for court-ready documentation.
After-hours surveillance
Time
Nights, weekends, or holidays
Hours × after-hours rate. Pre-authorize coverage; maintain safety and continuity across shifts.
Background check - standard
Item
New case intake screening
Qty × fixed rate or Cost × (1 + markup%). Use compliant data sources and documented consent.
Person locate / skip trace
Item
Find a hard-to-reach subject
Qty × fixed rate. Use lawful databases; include last-known address and verified contact points.
Witness interview
Time
Record a statement
Hours × hourly rate. Obtain consent when required and summarize key facts with time/location noted.
Report writing & evidence log
Time
Deliver the final report
Hours × hourly rate. Include timeline, exhibits, and chain-of-custody notes to support findings.
Mileage & travel
Item
Drive for field work
Qty × per-mile rate. Log start/end odometer; list tolls/parking as separate pass-throughs.
Public records retrieval
Item
Pull court or agency files
Qty × fixed rate + Pass-through as billed. Note jurisdiction, file numbers, and response dates.
Process service attempt
Item
Serve legal documents
Qty × per-attempt rate. Record date, time, address, and outcome; attach affidavit when completed.
Evidence on USB drive
Item
Taxable
Client requests physical media
Qty × unit cost. Provide encrypted copy; retain original digital files securely.
Save and reuse your PI rates and expenses
Create a free account and save hourly rates, mileage, and search fees once, so nothing gets retyped.
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Common Private Investigator Invoicing Mistakes

Invoices get pushed back when details are fuzzy. Use these fixes to stay clear and dispute-free.

Mistake
How to fix it
Using vague time entries hides what happened and invites disputes.
List date, start time, end time, and a short result note for each work block so anyone can audit the bill.
Mixing labor and out-of-pocket expenses on one line muddies approval and tax treatment.
Put labor and third-party costs on separate lines with their own subtotals to keep things clean.
Place the active license number near the header on every invoice and keep it current.
Place the active license number near the header on every invoice and keep it current.
Add the written authorization or PO along with the case or file number so AP can match and release payment.
Add the written authorization or PO along with the case or file number so AP can match and release payment.
Not applying the retainer or showing the remaining balance makes you look like you are double billing.
Apply the deposit to current charges and display both the pre-paid balance and the amount due.
Charging tax the wrong way delays payment and risks penalties.
Map each item to the correct tax rule and note exemptions; when unsure, check local rules.

Private Investigator Invoice FAQs

Bill PI work like surveillance, background checks, mileage, retainers, rush hours, and testimony with plain line items, fair terms, and compliance notes, clear answers.

How should a PI bill retainers and show drawdowns?

List the retainer received, then show each charge that reduces it. Use the Private Investigators Invoice Template to display “Retainer Balance.” Example: “Retainer received $1,500; Surveillance – 4 hrs @ $95/hr = $380; Balance $1,120.”

What counts as billable surveillance time vs standby?

Bill active tailing, on-site observation, and travel between sites. Don’t bill long off-duty gaps. Example: “Surveillance – 6.5 hrs @ $95/hr = $617.50; Standby off-duty – 0 hrs.”

Can I charge mileage, tolls, and travel time for out-of-county surveillance?

Yes. Note miles, tolls, and door-to-door travel time. Example: “Mileage – 88 mi @ $0.67/mi = $58.96; Tolls – $14.50; Travel time – 1.2 hrs @ $75/hr = $90.”

How do I price multi-investigator teams on long jobs?

Show each operator as a separate line. Use different rates if roles differ. Example: “Lead detective – 5 hrs @ $110/hr = $550; Second operator – 5 hrs @ $85/hr = $425.”

How should I handle database search fees and other pass-through costs?

List them as pass-throughs without markup or with a stated markup. Keep receipts. Example: “Skip-trace database fee – $35 pass-through; Records copy – $22 + 10% markup = $24.20.”

How do I bill canceled surveillance when the subject no-shows or weather kills the plan?

Set a minimum and a late-cancel policy. Rules vary—check local rules. Example: “Late cancellation (<4 hrs) – 2-hr minimum @ $95/hr = $190; Nonrefundable airfare – $216.”

How do I bill court testimony, deposition prep, and waiting time?

Itemize each. Include portal-to-portal if your agreement allows. Example: “Testimony – 3 hrs @ $150/hr = $450; Deposition prep – 1.5 hrs @ $125/hr = $187.50; Court waiting – 1 hr @ $100/hr = $100.”

Should I charge sales tax on investigative services?

Some states tax services. Rules vary—check local rules. Example: “Subtotal services – $1,240; Tax 6% (if applicable) – $74.40; Total – $1,314.40.”

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