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Public Relations Invoice Template

Free invoice templates for Public Relations consultants built for retainer fees, media outreach, and press release distribution fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: public relations invoice, public relations bill, or PR invoice.
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Download Free Public Relations 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 Public Relations Invoice Template

Best for:
Logo, PO, campaign and outlet IDs.

Editable Public Relations Invoice Template

Best for:
Edit media list, events, wire fees.

Printable Public Relations Invoice Template

Best for:
Totals, dates, approvals, signatures.

Free Public Relations Invoice Template

Best for:
Pitch count, outlets, hours, brief.

How to Invoice as a Public Relations Consultant

Keep the work, time, and client-approved costs tied to scope, apply any advance, and make payment simple.
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In 5 Steps:
  1. Confirm the scope, rates, deliverables, and an upfront advance in your contract.
  2. Track time and deliverables against the scope during the service period.
  3. Collect approvals and receipts for client-authorized costs.
  4. Build the invoice with services by unit, list authorized costs, and apply the advance.
  5. Send with terms, payment options, and a clear due date, then follow up.
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What to Include in a Public Relations Consultant Invoice

These are the must-have fields for clear, compliant invoices.
These are the must-have fields for clear, compliant invoices.
  • Invoice number
  • Issue date and due date
  • Your business name, address, email, phone
  • Client billing name and address
  • Tax ID or VAT ID (check local rules)
  • Contract or PO number
  • Campaign or project name
  • Service period covered
  • Payment terms and remittance details
  • Advance applied and remaining balance

Billing Scenarios for Public Relations Consultants

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

1.
Monthly retainer fee; Overage hours
Ongoing communications support on a monthly plan
Shows the base package and any time beyond the included hours.
2.
Launch campaign fee; Out-of-pocket costs
Product launch project with a set scope
Separates the fixed work from costs paid on the client’s behalf.
3.
Crisis communications hourly; Minimum block
Urgent crisis response outside normal hours
Makes the premium and minimum clear in high-pressure work.
4.
Media training day rate; Travel time
Team media training delivered in one day
Use one unit system and add brief activity notes for each entry.
5.
On-site event support; After-hours premium
On-site event PR support into the evening
Flags higher-cost coverage beyond standard hours.
6.
Press release package; Wire distribution fee
Separates the writing package from the third-party wire charge.
Separates the writing package from the third-party wire charge.
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Retainers and services for public relations teams

List retainers, media outreach, press releases, and monitoring with professional invoice line items.

Charge or Service
Unit
Taxable
When to use
How to show it
PR retainer
Item
Ongoing agency-of-record scope
Qty × monthly rate; reference SOW for included channels and hours.
Press release drafting
Time
Announce company news
Hours × hourly rate; includes interview, draft, and one revision round.
Newswire distribution
Item
Use a wire service
Pass-through as billed; admin time or markup listed on separate line.
Media list build
Time
Target a new beat
Hours × hourly rate; vet contacts and apply opt-in best practices.
Pitch outreach
Time
Secure coverage
Hours × hourly rate; track sends, responses, and follow-ups.
Crisis response
Time
Active issue comms
Hours × hourly rate; log time in 15-minute increments for auditability.
After-hours crisis surcharge
Item
Nights, weekends, holidays
Qty × fixed fee per incident; document trigger window in SOW.
Media monitoring & clipping
Item
Track mentions
Per period rate; tool subscription or data costs are separate pass-throughs.
Coverage report & insights
Item
Deliver monthly results
Per report; include KPIs, sentiment, and next-step recommendations.
Printed media kits
Item
Taxable
Physical kits for events
Units × unit cost × (1 + markup%); require proof approval before print.
Save and reuse your PR retainers and fees
Create a free account and save retainer amounts, release fees, and outreach tasks once, so nothing gets retyped.
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Common Public Relations Consultant Invoicing Mistakes

Real pain happens here, but simple fixes prevent delays, disputes, and write-offs.

Mistake
How to fix it
Service names are vague or buzzword-heavy, which confuses approvers.
Use plain names tied to the contract and include a one-line description for clarity.
Missing contract or PO reference stalls accounts payable.
Add the exact reference in the header and match it in subject lines and PDFs.
Show the advance as a credit in the totals and maintain a running balance.
Show the advance as a credit in the totals and maintain a running balance.
Use one unit system and add brief activity notes for each entry.
Use one unit system and add brief activity notes for each entry.
Usage rights for created content are omitted, leading to disputes later.
State the license scope, term, geography, and channels or confirm rights are in the contract.
Taxes are applied incorrectly on services or fees, triggering rework.
Charge tax only where required and note the basis; check local rules.

Public Relations Invoice FAQs

Bill for retainers, media outreach, press releases, wire fees, influencer spend, and crisis after-hours with clarity. Line items, markups, and terms for PR pros, clear answers.

How should I structure a monthly retainer for ongoing media relations?

List included hours, deliverables, and the overage rate. Add a cap and a report cadence. Example line item: “Monthly retainer, September: 20 included hours @ $150/hr = $3,000; overage @ $165/hr.”

What belongs on a press release project bill?

Separate strategy, writing, revisions, and distribution. Add optional add-ons like quotes sourcing or translation. Example: “Press release drafting: $900; two revision rounds: $300; translation: $250.”

How do I pass through wire distribution and add markup?

Show the vendor cost and your handling fee as separate lines. Keep receipts attached. Example: “Business Wire fee: $680; admin and review: 10% handling = $68.”

What rate should I charge for crisis communications after hours?

Use a premium hourly or a day rate. Set a four-hour minimum outside business hours. Example: “Crisis support, 8 pm–11 pm: 3 hrs @ $250/hr = $750; after-hours minimum charge: 4 hrs = $1,000.”

Can I bill for media monitoring and clipping tools?

Yes, if it is in scope. Prorate monthly seats or charge per campaign. Example: “Meltwater prorated seat, Sept 1–30: $220; clip pulls and tagging: 2 hrs @ $120/hr = $240.”

How do I handle influencer outreach costs and FTC disclosure?

Pass through creator fees and platform boosts at cost with a coordination fee. Note FTC disclosure requirements in the terms. Example: “Creator fee @username: $1,200; coordination: 15% = $180; paid boost: $300.”

How should I price event PR support, including travel?

Quote pre-event pitching, onsite hours, and post-event follow-up separately. Add travel, mileage, and per diem with receipts. Example: “Onsite PR, product launch: 6 hrs @ $175/hr = $1,050; mileage 120 miles @ IRS rate; per diem: $65.”

How do I show scope creep and overage hours on a retainer?

Track tasks by work type and tag them as out-of-scope. Bill overages at the agreed rate with short notes. Example: “Out-of-scope: investor deck edits, 3.5 hrs @ $165/hr = $577.50.”

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