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Free consulting invoice template

Invoice your advisory work with a clear, professional layout. Bill monthly retainers, day rates or fixed project fees. Add expenses and payment terms, then send a PDF.

Use this templateWhat to include
Retainers
monthly billing
Day or hourly
rates supported
Expenses
listed at cost
INVOICE
Harlow Strategy Group
Invoice no.
2026-031
Date
Oct 18, 2026
Due date
Nov 17, 2026
Terms
Net 30
FROM
Harlow Strategy Group
1200 Market St, Suite 410, Philadelphia, PA 19107
accounts@harlowstrategy.example.com
(555) 555-0171
BILL TO
Northgate Logistics
88 Commerce Pkwy, Newark, NJ 07102
ap@northgatelogistics.example.com
ItemQtyRateTaxAmount
October advisory retainer (10 hours)1$2,500.000%$2,500.00
Additional workshop prep4$275.000%$1,100.00
Travel to client site (train)1$126.400%$126.40
Subtotal$3,726.40
Total due$3,726.40
NOTES

PO 77412. Billing period October 1 to October 31.

TERMS

Net 30. Payment by ACH is preferred. Late balances carry a 1% monthly fee.

Made with InvoiceBilling.app
Checklist

What to include on a consulting invoice

Clients want to know what they got for the fee. Name the work, not just the hours.

  • Engagement name

    Use the project or engagement name from your agreement, like Q3 pricing review. It helps accounts payable match the invoice.

  • PO number

    Larger companies often need a purchase order number on the invoice. Ask for it at kickoff.

  • Fee basis

    Say if the fee is a retainer, a day rate, an hourly rate or a fixed fee. Show hours or days when they apply.

  • Work summary

    Add one line per deliverable or workstream, such as stakeholder interviews or final report. It reminds the client of the value.

  • Expenses

    List travel, software and printing at cost with receipts ready. Keep them separate from fees.

  • Billing period

    State the dates covered, like October 1 to October 31. It avoids confusion on retainers.

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Your business
Bill to
Details
Items
$2,500.00
$1,100.00
$126.40
Adjustments
Shows the balance due on the invoice
Notes and terms
Extra details

Add tax or registration numbers your country requires.

Common for your country
Signature
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INVOICE
Harlow Strategy Group
Invoice no.
2026-031
Date
Oct 18, 2026
Due date
Nov 17, 2026
Terms
Net 30
FROM
Harlow Strategy Group
1200 Market St, Suite 410, Philadelphia, PA 19107
accounts@harlowstrategy.example.com
(555) 555-0171
BILL TO
Northgate Logistics
88 Commerce Pkwy, Newark, NJ 07102
ap@northgatelogistics.example.com
ItemQtyRateTaxAmount
October advisory retainer (10 hours)1$2,500.000%$2,500.00
Additional workshop prep4$275.000%$1,100.00
Travel to client site (train)1$126.400%$126.40
Subtotal$3,726.40
Total due$3,726.40
NOTES

PO 77412. Billing period October 1 to October 31.

TERMS

Net 30. Payment by ACH is preferred. Late balances carry a 1% monthly fee.

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InvoiceBilling creates PDF documents. It does not file e-invoices with tax authorities (for example India IRN, Italy SDI or Germany XRechnung).

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Guide

Retainers vs hourly for consultants

A retainer gives you steady income and gives the client access to you. The invoice is simple: one monthly line for the retainer, plus any out-of-scope hours at your normal rate. State the number of included hours in the agreement.

Hourly or day-rate billing suits shorter engagements. Send invoices on a set schedule, such as the first of the month, and keep a timesheet ready. Clients who see a detailed log tend to pay without questions.

FAQ

Consulting invoice questions

How do I bill unused retainer hours?

That depends on your agreement. Some consultants roll hours over for a month, and others let them expire. Put the rule in writing.

Should I add a PO number?

Yes, if the client gave you one. Many finance teams will not pay without it.

How should I handle expenses?

List them as separate lines at cost, and attach receipts if the client asks. Do not mix them into your fee.

What payment terms are normal?

Net 30 is common with larger companies, and net 14 is common with small businesses. Ask what the client's process is.

Can I invoice in advance?

Yes, for retainers and for the first part of a project. It is common to invoice the retainer at the start of the month.

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