Consulting invoice template for hourly and project fees
Bill advisory hours or a fixed phase fee, add approved expenses, set your tax rate and download a PDF. Choose the phase-fee or hourly advisory version below and see each one filled in.
Choose a version of the consulting invoice
Each version opens in the online maker with its own line items and payment terms, and downloads as an editable Excel or Word file. Example amounts are hypothetical, not market rates.
Consulting engagement (phases)
Fixed fees by phase, with approved expenses at cost on their own lines and the PO or statement of work referenced.
- Phase [n]: [phase name], [share] of fixed fee [amount]
- Expense at cost: [item] (receipts on request)
Fill in your consulting invoice
Edit any line, set your tax rate (0% is fine) and download a PDF. Line amounts, tax and the balance due calculate as you type. Version: Consulting engagement (phases).
Tax starts at 0%. Enter the rate that applies to you, or leave it at 0 if you do not charge sales tax or VAT.
For example a deposit. The PDF then shows the balance due.
- Nothing is saved on our side. Download the PDF before you leave the page.
- Amounts print with a $ sign. If you bill in another currency, say so in the notes.
- Prefer to edit offline? Download this starting point as Excel (.xlsx) or Word (.docx).
A consulting invoice bills advice and deliverables, by the hour, by phase or as a monthly advisory fee. Corporate clients often need a PO number and an approver's name before they pay. The sections below cover what to include, fee structures, payment terms and common mistakes.
What the consulting invoice covers
What you can do with this template, and what it does not do.
Two consulting versions
The engagement version bills a phase as a share of the fixed fee plus expenses at cost. The consultant version bills advisory hours with a time log, an agreed deliverable and a research cost.
Hourly or fixed fee
Enter hours and an hourly rate, or a quantity of 1 and the agreed phase fee. Totals calculate as you type.
Your tax rate, including zero
Set the tax rate that applies to you, from 0% to 100%.
Expenses on their own lines
Bill travel, research subscriptions or data costs as separate lines so they are not mistaken for fees.
Engagement reference
Use the notes for the statement of work or PO number your client's finance team needs to approve payment.
PDF, Excel or Word
Download the invoice as a PDF for the client contact and accounts payable, or get either version as an editable .xlsx or .docx.
How to fill in your consulting invoice
- Business Information: Your name or firm name, address, phone, email, and any professional certifications.
- Client details: Client company name, billing address, contact person, phone, and email.
- Project/Engagement Reference: Project name, engagement letter reference, or purchase order number.
- Invoice Period: The billing period this invoice covers or project milestone.
- Service Description: Detailed description of consulting services provided.
- Fee Structure: Hourly rate, project fee, retainer, or milestone payment, clearly stated.
- Hours Worked: If billing hourly: dates, hours per day, and total hours for the period.
- Deliverables: If project-based: deliverables completed or milestones achieved.
- Expenses: Reimbursable expenses: travel, materials, software, etc., with documentation.
- Subtotal, Taxes, Total: Clear breakdown of fees, expenses, taxes, and total amount due.
- Payment terms: Due date, accepted payment methods, and any interest on late payments.
- Invoice Regularly: Bill on a fixed schedule (monthly, or at each phase). Invoices that pile up are harder to get approved.
- Track Time Meticulously: Even for project-based work, track time to understand profitability and justify value.
- Reference Your Contract: Include engagement letter or SOW reference. Ties invoice to agreed terms.
- Detail Your Work: Describe activities performed. Clients want to see what they're paying for.
- Separate Fees and Expenses: Itemize reimbursable expenses separately with supporting documentation.
- Set Clear Milestones: For project work, define milestones and link payments to deliverables.
- Include Value Delivered: Where possible, highlight outcomes or progress toward client goals.
- Use Professional Formatting: Consulting is a premium service. Your invoice should reflect that.
- Follow Up Professionally: If payment is late, follow up promptly and professionally.
- Maintain Detailed Records: Keep thorough records of all time, expenses, and communications.
Consulting rates vary by specialty, seniority and client size. Instead of copying a range, pick the structure that fits the engagement and invoice it consistently.
Hourly: for open-ended advisory work. Bill hours x rate, usually monthly in arrears.
Fixed fee by phase: for defined work (diagnostic, strategy, implementation support). Bill each phase on completion or by date.
Advisory retainer: a monthly fee for access and a set number of sessions. Bill in advance.
Worked example (hypothetical):
- Phase 1 diagnostic, fixed fee: $8,000, billed on delivery of findings
- Phase 2 strategy, fixed fee: $12,000, billed 50% at start and 50% on delivery
- Travel for an on-site workshop: $640 at cost, receipts on request
- Invoice 2 at Phase 2 start: $6,000 plus $640 = $6,640
Expenses: agree in the contract whether travel and materials are billed at cost, with a markup, or included in the fee.
These are common options to agree with the client, not rules. Whatever you choose belongs in the contract first; the invoice repeats it.
Project or phase fees:
- Part of the fee at the start of a phase, the rest on delivery
- Or the whole phase fee on delivery of the agreed output
Advisory retainers:
- Billed at the start of the month, due before the period begins
Hourly work:
- Billed monthly in arrears with a time log
When invoices are due:
- Net 15 or Net 30 are common; corporate clients may set their own terms
- Ask for the PO number and approver before the first invoice
Expenses:
- At cost or with a markup, as the engagement letter says
- Receipts kept and available on request
Late payment:
- Interest or late fees only if the engagement letter includes them and local law allows
- Infrequent Invoicing: Invoice monthly at minimum. Delays create cash flow problems and collection issues.
- Vague Work Descriptions: Detail what you did. "Consulting services" doesn't show value.
- No Contract Reference: Reference your engagement letter. Ties invoice to agreed scope and rates.
- Poor Time Records: Track time even on project work. Essential for profitability analysis.
- Missing Expense Documentation: Include receipts and documentation for all reimbursable expenses.
- Unclear Fee Structure: State your fee basis clearly: hourly, project, retainer, milestone.
- No Payment Terms: Include due date, accepted methods, and late payment terms on every invoice.
- Undercharging Expenses: Bill all legitimate expenses. Clients expect to reimburse reasonable costs.
- Weak Collections Follow-Up: Follow up professionally but promptly on overdue invoices.
- Inconsistent Formatting: Use a consistent, professional invoice template for all clients.
Consulting invoice: frequently asked questions
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