Consulting Invoice Template
A free invoice template for consultants. Bill hours, fixed fees and retainers, add expenses, and download a PDF. No account, no watermark.
Sample consulting invoice template
| Description | Qty | Price | Total |
|---|---|---|---|
| Strategy workshop with the leadership team, 12 February (half day, fixed fee) | 1 | $1,800.00 | $1,800.00 |
| Consulting hours: market research and analysis, 2 to 27 February | 14 | $150.00 | $2,100.00 |
| Advisory retainer: March 2026 (up to 8 hours) | 1 | $1,200.00 | $1,200.00 |
| Expense: train travel to client site (receipt attached, at cost) | 1 | $86.40 | $86.40 |
Engagement: market entry strategy, statement of work signed 15 January 2026. PO number: NW-2210. Billing period: 2 to 27 February 2026; time log attached. Payment terms: Net 30. Pay by bank transfer to [account details].
What to include on a consulting invoice
- Your name or business name and your contact details
- The client's company and the billing contact or accounts email
- The PO number or statement of work the invoice relates to
- A unique invoice number, the invoice date and the due date
- The billing period, for hourly or monthly work
- Each service on its own line: hours with dates, fixed-fee milestones or the retainer month
- Expenses on separate lines, with receipts, if your agreement allows them
- Tax, if it applies where you work
- The total due, the payment terms and how to pay you
In the free invoice builder, put the details that have no field of their own, such as the PO number, the billing period and your address, in the Notes field, as in the sample.
How to fill in this template
Open the template
Click "Use this template". The invoice builder opens with the sample lines filled in. No account needed.
Add your details
Enter your business name, your client, the invoice number and the dates. Pick one of 5 styles and a currency.
Replace the sample lines
Change each line to your own work, with a quantity and a unit price. Add a tax percentage if you charge tax.
Download the PDF
Check the preview and download the PDF. Attach it to an email to your client.
Hourly, fixed fee or retainer: how to show each
Most consulting work is billed in one of three ways. Each shows up on the invoice a little differently.
- Hourly: quantity = the hours, price = your hourly rate, with the dates or the billing period in the description. Attach a time log if the client asks for one.
- Fixed fee: one line per milestone or deliverable, for example "Phase 1: research report, 40% of the project fee".
- Retainer: one line for the month and the scope it covers, for example "Advisory retainer, March (up to 8 hours)". Bill it at the start of the month if your agreement says so.
Billing expenses
Put each expense, such as travel or software bought for the project, on its own line, separate from your fees. Say whether it is at cost or with the markup your agreement allows, and attach the receipts.
Bill only the expenses your agreement covers. If you are not sure, ask the client before you spend the money, not after.
When to send a consulting invoice
For ongoing hourly work, invoice once a month or at the end of each billing period. For fixed-fee projects, invoice when each milestone is accepted. For retainers, invoice at the start of each period if you bill in advance.
Large clients often pay only invoices that quote a valid PO number and match the statement of work. Check both before you send, so the invoice is not returned.
Frequently asked questions
What should a consulting invoice include?
Your details, the client and their billing contact, the PO or statement of work, an invoice number and dates, the billing period, each service on its own line, expenses on separate lines, any tax, the total, the payment terms and how to pay.
How do I invoice for consulting hours?
Make a line with the hours as the quantity and your hourly rate as the price, and put the dates or billing period in the description. Keep a time log to back it up.
How do I bill a consulting retainer?
Add one line for the retainer period and what it covers, such as "Advisory retainer, March (up to 8 hours)". Send it at the start of the period if you bill in advance, as your agreement says.
Can I add expenses to a consulting invoice?
Yes, if your agreement allows them. Put each expense on its own line, say whether it is at cost or with an agreed markup, and attach the receipts.
Is this consulting invoice template free?
Yes. Fill it in and download the PDF for free. You do not need an account, and the PDF has no watermark.
Can Due On Time send consulting invoices for me?
Download the PDF and email it yourself for free. On the Starter plan, Due On Time emails the invoice for you, shows when the client opens it and sends automatic payment reminders. Recurring invoices for retainers are on Starter and Pro too.
After you send the invoice
Work out the due date with the net 30 calculator. If the client pays late, use the payment reminder email templates. Or let Due On Time email the invoice and send the reminders for you. Compare plans.