A free consulting invoice template with typical consulting line items already filled in: hours, a retainer, a workshop and travel. Download it in Word, Excel or PDF, or fill it in online below. No sign-up.
Updated
How to fill out this consultant invoice template
- Download the template in Word, Excel or as a fillable PDF, or fill it in online below.
- Add your name or firm name and contact details, then the client’s company, billing contact and any PO or engagement number they need. Give the invoice a unique number.
- Bill the way your engagement letter sets it up: hours at your hourly rate for strategy sessions and analysis, a flat monthly retainer, or a fixed project fee. Say what the retainer covers, such as up to 10 hours of advisory, and put extra hours on their own line.
- Add workshops and training as separate lines, and list travel at cost with receipts attached. Set the due date, such as Net 30, and ask the client to reference the invoice number with their payment.
- Send it as a PDF, or as a payment link with Onigiri so your client can pay by card.
What’s in this business consulting invoice template
- Sample lines for consulting hours, a monthly retainer, a half-day workshop and travel expenses
- Bill to, From and Payment sections for you, your client and how to pay you
- Invoice number, issue date and due date
- Notes with Net 30 terms and a request to reference the invoice number with payment
- Totals that calculate themselves in Excel and the fillable PDF, with a sales tax row in Excel
- Fits hourly consulting, retainers, project-based consulting, and workshops and training
Online generator
Change the line items, add your logo and download a ready PDF. No sign-up, nothing to install, and your draft stays in your browser.
- Send invoices as a link clients open on any device
- See which invoices are paid, sent or overdue
- Card payments via Stripe with 0% platform fee (Pro)
Invoice checklist
A consulting invoice is the bill a consultant sends a client for advice, analysis, training or other expert work, based on the terms of the engagement. Corporate clients often route invoices through accounts payable, so clear details help yours get approved and paid on time.
- Your details. Your name or firm name, address and email, plus your EIN if the client asks for a tax ID.
- Your client. The client’s company name, billing contact or accounts payable email, and any PO or engagement number they require.
- Number and dates. A unique invoice number, the issue date, the due date and the period or project the invoice covers.
- Line items. Hours with your rate and a short note on the work, the retainer with its period and what it includes, and workshops or deliverables as separate lines.
- Expenses. Travel, lodging and other costs you pass on at cost, with receipts attached if your contract asks for them.
- Payment terms. The due date, such as Net 30, how to pay you, and a request to reference the invoice number with the payment.
- Late fee. Your late fee or interest policy, if your engagement letter includes one.
Getting paid
Set your rates and terms in the engagement letter, then repeat them on every invoice.
- Net 30
Payment terms
Net 30 is common for corporate clients in the US, and larger companies may ask for longer terms. For smaller clients, Net 15 or due on receipt keeps cash moving. Write the exact due date on the invoice, not just “Net 30”.
- 25–50%
Retainers and deposits
Bill a monthly retainer at the start of each period, so you’re paid before the hours are used. For fixed-fee projects, ask new clients for 25–50% upfront and deduct it on the final invoice.
When to send the invoice
Send retainer invoices at the start of each month and hourly invoices at the end of each month or engagement. On longer projects, invoice at each milestone. The billable hours calculator helps you total your hours.
Late payments
Corporate invoices often stall in approval, so ask upfront who receives them and whether they need a PO number. Send a reminder the day after the due date, and if your contract allows it, add a late fee as a separate line; the late fee calculator works out the amount.
Taxes
Consulting is usually not subject to sales tax, but some states tax certain services, so check your state’s rules. Clients may ask for a Form W-9 and may send you a Form 1099-NEC, and the self-employment tax calculator estimates how much of each payment to set aside. This is general information, not tax advice.
Formats
Consulting invoice template in Word
Best if you want to change the layout or fonts or add your logo. Edit the text, then save it as a PDF before you send it.
Download .docxConsulting invoice template in Excel
Amounts and the total update as you type, and there’s a sales tax row. Handy when you bill hours or many line items.
Download .xlsxFillable PDF consulting invoice template
Type straight into the fields in Chrome or Adobe Acrobat and the totals add up. The layout stays fixed, so nothing shifts by accident.
Download .pdf
Template or app
A template is fine for the odd invoice. If you bill clients every month, Onigiri keeps your clients, line items and payment status in one place.
| Onigiri | Free invoice template | |
|---|---|---|
| Price | Starting at $0 | Free |
| Edit it and save a PDF | ||
| Send it as a link your client opens on any device | ||
| See which invoices are paid or overdue | ||
| Saved clients for the next invoice | ||
| Saved line items and services | Pro | |
| Client pays by card, 0% platform fee on Stripe | Pro | |
| Income tracking | Pro | |
| Works in Word, Excel and Google Docs |
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Send your invoice as a link with Onigiri and see at a glance whether it’s paid or overdue. Connect Stripe to let clients pay by card.
