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Consulting invoice template

Consulting is billed in one of three ways: a monthly retainer, time at a day or hourly rate, or a fixed project fee. This template shows a retainer with extra days on top, the arrangement most likely to raise questions if the invoice is vague.

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Consulting invoice · example

FromAldercrest Advisory
ToNorthgate Logistics Inc.
CurrencyUSD
DescriptionQtyPriceAmount
October retainer: operations advisory, 4 days included (SOW 2)1$6,000.00$6,000.00
Additional advisory days, 14 and 21 October2$1,650.00$3,300.00
Travel: return rail fare to Northgate depot, 21 October1$186.00$186.00
Total$9,486.00

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How to use the consulting invoice

  1. Name the engagement and the statement of work it falls under.
  2. Bill the month's retainer, then any days beyond it.
  3. List travel and expenses at cost, with dates.
  4. Save it; sign in to issue it and see what the client still owes.

Retainer plus extra days, worked through

A consultant on a 6,000 monthly retainer covering four days works six days in October. The invoice shows the retainer, two additional days at the agreed 1,650 day rate and the rail fare for the on-site workshop.

LineQuantityRateAmount
October retainer (4 days)1 month6,000.006,000.00
Additional days, 14 and 21 October2 days1,650.003,300.00
Travel: return rail fare to client site1186.00186.00
Total before tax9,486.00

What consulting clients look for

  • The statement of work or purchase order the invoice draws on
  • The period covered, and days or hours used against the retainer
  • Rates that match the contract exactly
  • Expenses with dates and receipts
  • Usage to date against any budget cap, in the notes

Questions

Should consultants bill in advance or in arrears?

Retainers are usually billed at the start of the month they cover. Time and expenses are billed after the work, at month end or on a milestone.

How much detail should time lines have?

Enough for the client to match them to the work: dates and the workstream. Attach the full time log rather than listing every entry on the invoice.

Can I mark up expenses?

Only if your agreement says so. Most consulting contracts reimburse expenses at cost, against receipts and within a travel policy.

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