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Tax Preparer Invoice Template

Free invoice templates for tax preparers built for tax preparation fees, filing fees, and audit support fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: tax preparer invoice, tax preparer bill, or tax preparation invoice.
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Download Free Tax Preparer 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 Tax Preparer Invoice Template

Best for:
Logo, EIN, firm ID, PO fields.

Editable Tax Preparer Invoice Template

Best for:
Edit rates, forms, add dependents, notes.

Printable Tax Preparer Invoice Template

Best for:
Totals, tax, signatures, filing date.

Free Tax Preparer Invoice Template

Best for:
Forms, year, client info, fee lines.

How to Invoice as a Tax Preparer

A simple rhythm that gets you paid and keeps records clean.
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In 5 Steps:
  1. Capture the work done against your engagement so the invoice matches the deliverables.
  2. Tally prep fees by form or project and add review, e-file, and admin time.
  3. Add reimbursable costs and any discount, and note any tax on services if applicable, then check local rules.
  4. If you require a deposit, list it and collect it now, or apply an existing deposit to reduce the balance.
  5. Send the invoice with clear terms and a short next-step note, then schedule a follow-up if unpaid.
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What to Include in a Tax Preparer Invoice

These fields keep your invoice clear, professional, and compliant.
These fields keep your invoice clear, professional, and compliant.
  • Invoice number
  • Issue date
  • Due date and payment terms
  • Preparer business name and contact
  • Client name and billing address
  • PTIN (Preparer Tax Identification Number)
  • EFIN (Electronic Filing Identification Number)
  • Service period or tax year
  • Itemized service description
  • Subtotal, discounts, tax if applicable, total due

Billing Scenarios for Tax Preparers

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

1.
Form 1040 Preparation; State Return Preparation
Individual return with both federal and one state
Shows the federal and state prep as separate services and prices.
2.
Bookkeeping Cleanup; Business Return Preparation
S corporation return that needs bookkeeping cleanup first
Separates pre-work from the tax filing so scope is clear.
3.
Extension Filing Fee; Tax Return Preparation
Filing an extension before documents arrive
Confirms the extension is a stand-alone service and not the return itself.
4.
Rush Fee; Priority Scheduling
Client requests rush service near a deadline
Group costs separately from services and show each with quantity and amount.
5.
Notice Response; Audit Support
Client gets a tax notice after filing
Clarifies that post-filing support is separate from return prep.
6.
Deposit; Advisory Hours
Records the deposit and the drawdown so the remaining balance is transparent.
Records the deposit and the drawdown so the remaining balance is transparent.
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Standard services and filing fees for tax preparers

List prep fees, filing fees, extensions, amended returns, and audit support with professional invoice line items.

Charge or Service
Unit
Taxable
When to use
How to show it
Individual Form 1040 Prep
Item
Preparing an individual tax return
Formula: Qty × fixed rate per return. Best practice: include standard schedules; list add-ons like state returns on separate lines.
State Return Add-On
Item
Adding a state return to 1040
Formula: Qty × add-on rate. Best practice: tie to the primary return and note the state abbreviation in the description.
Business Return Preparation
Item
Filing 1120-S, 1065, or Schedule C
Formula: Qty × fixed rate per entity. Best practice: specify entity type; bill bookkeeping cleanup separately if needed.
Amended Return (1040-X)
Item
Correcting a filed individual return
Formula: Qty × fixed rate. Best practice: explain the change reason; attach supporting schedules and keep client sign-off on file.
Extension Filing
Item
Client requests a filing extension
Formula: Qty × flat filing rate. Best practice: confirm authorization; note that any tax payment is client-funded and not included here.
Tax Planning Consultation
Time
Advisory session outside return prep
Formula: Hours × hourly rate. Best practice: summarize recommendations and timing; note savings opportunities and action items.
IRS/State Notice Response
Time
Replying to a tax notice or letter
Formula: Hours × hourly rate. Best practice: log calls, include transcript pulls, and attach the notice to your workpapers.
Bookkeeping Catch-Up for Tax
Time
Cleaning up books for filing
Formula: Hours × hourly rate. Best practice: scope by months affected; request bank feeds and source docs upfront.
Rush Filing Surcharge
Item
Deadline within 48 hours
Formula: Qty × surcharge rate. Best practice: apply only when client delay compresses prep time; note the deadline date.
Bound Return Copies
Item
Taxable
Client wants printed bound sets
Formula: Qty × unit cost. Best practice: taxable physical copies; deliver an electronic copy at no charge in your portal.
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Common Tax Preparer Invoicing Mistakes

Real work gets messy under deadlines. These fixes keep invoices clean and reduce back-and-forth.

Mistake
How to fix it
Missing PTIN or EFIN on the invoice can stall e-file acceptance and undermine trust.
Add both identifiers under your business details and keep them current in your invoice template.
No due date or weak terms leads to slow payment and unclear expectations.
Set a clear due date, list accepted payment methods, and state late fees in one short note.
Use plain labels that match the work delivered and summarize in one short sentence.
Use plain labels that match the work delivered and summarize in one short sentence.
Group costs separately from services and show each with quantity and amount.
Group costs separately from services and show each with quantity and amount.
Leaving off the service period or tax year confuses both sides during reconciliation.
Add the tax year or covered dates near the top and mirror it in your item lines.
Charging the wrong tax on services risks non-compliance and refunds.
Confirm if services are taxable for your invoice type, apply the correct rate, and check local rules.

Tax Preparers Invoice FAQs

Line-item help for 1040s, business returns, e-file fees, retainers, rush charges, audit support, and terms for CPAs and EAs. Get clear answers.

How should I price complex returns with multiple schedules?

Use per-form pricing plus time for messy records. Example line items: “Schedule C prep: $275,” “Schedule E rental: $200,” “Bookkeeping cleanup, 1.5 hrs @ $120: $180.”

What belongs on an invoice for a tax prep engagement?

List forms, states, and extras. Include PTIN, engagement date, and payment terms. Example: “Form 1040: $250,” “CA state return: $120,” “E-file transmission: $25.” Use our Tax Preparers Invoice Template once you have scope.

Can I charge a rush fee for last-minute filings near April 15?

Yes, price the squeeze. Add a percentage or flat fee. Example: “Rush prep within 72 hours: $150.” Rules vary—check local rules.

How do I bill for audit representation or IRS notices?

Treat it separate from tax prep. Use hourly or a package. Example: “IRS notice response, 2 hrs @ $140: $280,” “Audit representation package, up to 6 hrs: $750.”

Should I require a retainer before starting business returns?

For partnerships and S corps, yes. Apply it to final charges. Example: “Retainer applied: $500 credit,” then “Form 1120-S prep: $900,” “K-1s, 3 @ $75: $225.”

How do I charge for amended returns and prior-year catch-up work?

Price each amended year plus extra forms. Add data reconstruction time. Example: “Form 1040-X: $250,” “Recreate 12 months mileage log, 1 hr @ $120: $120.”

What’s the best way to bill for tax planning meetings and quarterly estimates?

Sell a planning session or a subscription. Example: “90-minute tax strategy meeting: $300,” “Quarterly estimate calculation, 4 periods: $200,” “Advisor access retainer, monthly: $99.”

What late or no-show fees are reasonable for in-person tax appointments?

Charge a modest fixed fee if clients miss or cancel late. Disclose it in your engagement letter. Example: “No-show fee: $50.” Rules vary—check local rules.

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