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Consulting invoice template: retainers, hours and expenses

The short answer

A consulting invoice ties to your engagement letter: it names the period, the retainer or hours at your rate, expenses at cost, the total and your payment terms. Larger clients often need a purchase order number on it before they’ll pay, so ask. Fill in the lines below, and print it or save the PDF. Keep your expense receipts in case they’re asked for.

Laid out the way a client’s accounts team expects it: the engagement, the period and what’s being billed.

Fill in your invoice

Line items
Check your state’s rules for labor and materials.
Accounts teams often can’t pay without this.

Nothing is saved: print it or save the PDF before you close this page.

Your business name

Invoice

Invoice #1001
Date: —

For

Customer name

Line items
DescriptionQtyPriceAmount
Monthly retainer, (month)1$0.00$0.00
Additional hours1$0.00$0.00
Expenses, at cost1$0.00$0.00
Subtotal$0.00
Sales tax (0% on $0.00)$0.00
Total$0.00

Payment due within 30 days of the invoice date.

How it works

What corporate clients look for

  • A purchase order or engagement number
  • The billing period and a short description
  • Expenses as their own line, with receipts ready
  • The right address for accounts payable
  • Your tax information on file with them before your first invoice

Setting your rate? The hourly rate calculator accounts for hours you can’t bill. To see when you’ll be paid, try the net 30 calculator.

Common questions

What should a consulting invoice include?
Your business, the client, an invoice number, the engagement or PO number, the period, the retainer or hours, expenses, the total, terms and how to pay.
How do I invoice a retainer?
Bill it on the same day each period, usually in advance, and say what period it covers. Show extra hours as a separate line.
Should expenses have a markup?
Consultants often bill expenses at cost, and many clients require it. Follow what your agreement says.
Why hasn’t my invoice been paid?
It’s often missing a PO number or went to the wrong address. Call accounts payable and ask what they need.
Is this template free?
Yes. No sign-up and no watermark. It runs in your browser, so nothing you type is stored or sent to us. Print it or save it as a PDF before you close the page.

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