Project Manager Invoice Template

Free invoice templates for Project Managers built for hours worked, milestone payments, and expenses. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: project manager invoice, project manager bill, or proj mgr invoice.

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Download Free Project Manager Invoice Templates

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Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Editable Project Manager Invoice Template

Best for:

Edit scope, phases, change orders.

Custom Project Manager Invoice Template

Best for:

Logo, retainer and cost center fields.

Free Project Manager Invoice Template

Best for:

Hours, milestone, deliverables, rate.

Printable Project Manager Invoice Template

Best for:

Totals, PO, signatures, acceptance.

How to Invoice as a Project Manager

Bill for time, milestones, and pass-through costs in a simple flow that clients can trace from work done to amount due.

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In 5 Steps:

Confirm what you delivered this period against the signed scope or approved change order.
Pull approved time logs, expense receipts, and any subcontractor bills for the same date range.
Create the invoice with separate lines for labor, reimbursables, and fees, and add short notes that tie to the work.
Request a deposit before kickoff when needed and record the payment against the project.
Apply the deposit to the final or next invoice, attach backup, and send with clear terms.

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What to Include in a Project Manager Invoice

These are the must-have fields for clear, compliant invoices.

Invoice number
Issue date and due date
Your business name, address, email, and phone
Client name and billing address
Project name and project code
Contract or SOW number
Purchase order or client reference number
Change order number and date, if used
Service period or date range covered
Payment terms, retainage or holdback, late fee, and compliance IDs (Tax ID, business license, permit or inspection numbers; check local rules)

Billing Scenarios for Project Managers

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

Milestone 2: Design approved; Project management labor

Milestone billing on a fixed-fee project

Ties the payment to a delivered outcome and the time spent to manage it.

Project management hours; Coordination hours

Time-and-materials support for a sprint

Shows actual effort for the period so the client pays for what was used.

Change request #07; PM hours for change

Approved change request mid-project

Separates extra work from the base scope to prevent scope creep disputes.

Travel time; Per diem and lodging

On-site work that required travel

Capture the PO, contract, and project codes at kickoff and include them on every invoice and email subject.

Retainer deposit received; Deposit applied

Retainer collected at kickoff and applied later

Confirms the upfront payment and shows how it reduces the balance.

Subcontractor cost; Management fee

Breaks out third-party charges and your oversight so both are clear.

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Billable hours and milestone fees for project managers

Itemize hours, milestone payments, and expenses with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Project Plan & Schedule Build

Time

When scope is defined

Hours × hourly rate. Build WBS, dependencies, milestones, and a baseline the team can track against.

Kickoff Meeting Facilitation

Time

At project start

Hours × hourly rate. Run agenda, align goals, capture decisions and next steps in writing.

Weekly Status Report

Item

For weekly client updates

Reports × fixed rate. Summarize KPIs, blockers, and upcoming work; circulate to stakeholders.

Change Order Processing

Item

When scope changes are approved

Change orders × fixed rate. Document scope, impact, and approvals; update budget, timeline, and backlog.

Vendor & Contractor Coordination

Time

For vendor calls and follow-ups

Hours × hourly rate. Coordinate bids, POs, and schedules; log decisions and commitments.

Onsite Project Day

Time

When working onsite for a day

Days × day rate. Manage crews, meetings, and inspections; note outcomes in the daily log. Travel expenses billed as pass-through.

Risk Register Setup

Item

To stand up risk tracking

Setup × fixed rate. Create risk log with owners and mitigations; set review cadence.

Training & Handover Session

Time

To close and transfer ownership

Hours × hourly rate. Run training, deliver runbooks, and capture sign-off for acceptance.

After-Hours Escalation Support

Time

For urgent off-hours issues

Hours × after-hours rate. Log incident, actions, and resolution; follow with a written summary.

Printed Project Binder Pack

Item

Taxable

When client needs printed sets

Sets × unit cost or cost × (1 + markup%). Provide labeled tabs and final documents.

Save and reuse your project rates and expenses

Create a free account and save hourly rates, milestone fees, and expense items once, so nothing gets retyped.

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Common Project Manager Invoicing Mistakes

Invoices fall apart when details are fuzzy or missing. Use these fixes to prevent delays and disputes.

Mistake

How to fix it

Using vague descriptions hides what was delivered and triggers pushback.

Name the deliverable and the outcome in plain language. Match each charge to the approved scope version and add a brief note.

Leaving out service dates makes it hard to match charges to work periods.

Add a clear start and end date for the work covered and align them with your timesheets and status reports.

Separate labor, expenses, and any fees on their own lines. Attach receipts and approvals for every reimbursable.

Capture the PO, contract, and project codes at kickoff and include them on every invoice and email subject.

Rounding time too aggressively makes totals look inflated.

Bill in consistent increments that match the agreement and include actual logged time in the backup.

Not stating payment terms lets the client default to their timeline.

List due date, accepted methods, late fee, and any holdback in plain language. If rules vary, check local rules.

Project Managers Invoice FAQs

Bill planning, sprint reviews, change requests, travel, and retainers like a pro. Use our Project Managers Invoice Template and get paid faster with clear answers.

How should I bill a discovery workshop?

Charge by the session or by the hour. Include prep time if it’s in your SOW. Line item: “Discovery workshop, 4 hours @ $185/hr = $740.”

What goes on a retainer drawdown?

Show the retainer credit, then each service that consumes it. Keep a running balance. Line item: “Retainer drawdown: backlog grooming, 2 hours @ $160/hr = $320. Retainer balance: $2,180.”

Can I charge for travel and onsite days?

Yes, if your contract allows it. Use a day rate or hourly plus mileage and per diem. Line item: “Onsite day rate, 1 day @ $950 = $950; Mileage, 62 mi @ $0.67 = $41.54.”

How do I price change requests mid-project?

Treat each change as a mini SOW. Quote estimate, get approval, then bill time and materials. Line item: “Scope change CR-007, 6 hours PM @ $170/hr = $1,020.”

How should milestone billing work on an implementation?

Tie each milestone to a deliverable or stage gate. Bill a percentage at sign-off. Line item: “Milestone 2: schedule baseline approved, 25% of project fee = $5,000.”

Should I add a fee for managing subcontractors?

Yes. Add a management fee or mark up pass-through costs. Line item: “Vendor coordination fee, 10% of subcontractor invoice $3,200 = $320.”

What’s fair for rush or after-hours work?

Set an uplift, like 1.5x your standard rate, and define the trigger time in your terms. Line item: “After-hours escalation, 3 hours @ $210/hr = $630.”

How do I show time and materials versus fixed fee on the invoice?

Split the sections. Put T&M with hours and rates, and fixed fees as flat amounts tied to deliverables. Line item: “Risk log setup (fixed), $450” and “Stand-up facilitation, 5 hours @ $150/hr = $750.”