Invoice template for consultants
Consulting invoices often land with a finance team that wasn't in the room. Name the engagement, the period and the agreed rate so they can approve it without asking.
What to include on a consulting invoice
- Your business name, address and contact email, plus your VAT or tax number if you have one
- Your client's name and address
- A unique invoice number and the issue date
- A due date, so "when do I pay?" has one answer
- The engagement name, and the client's PO or contract number
- The period covered
- Days or hours at the agreed rate, or the fixed monthly retainer
- Workshops and reports as named deliverables
- Expenses on their own lines, with receipts ready if the contract requires them
- Subtotal, any tax (rate and amount shown separately) and the total due, with the currency clear
Example line items for a consultant
| Description | Qty | Unit price | Amount | |
|---|---|---|---|---|
| Strategy consulting, October (days)6 × $1,200.00 | $7,200.00 | |||
| Leadership workshop1 × $2,000.00 | $2,000.00 | |||
| Travel expenses1 × $340.00 | $340.00 | |||
| Total | Total | $9,540.00 | ||
Example figures before tax. Use your own rates.
Tips for consulting invoices
- Use the same engagement name as your contract or statement of work.
- Check the client's payment terms and set the due date to match.
- Show expenses separately from fees: many clients approve them differently.
Try it on your next invoice
There's nothing to download. Open the invoice creator, paste your notes or fill in the form, and check the result.
Questions
How do I invoice a monthly retainer?
Add one line with the month and the agreed fee, such as "Advisory retainer, October". Duplicate the invoice next month and change the dates.
Should expenses go on the same invoice?
Usually yes, on their own lines, unless your contract says otherwise. That keeps fees and expenses easy to tell apart. Track receipts in TheInvoiceAI's expenses section.
Can I chase late invoices automatically?
You can send a polite reminder from the invoice page in a click, and see who owes you on your dashboard.
How do my clients pay me?
They pay you directly, using the payment details on your invoice. Pay links from your own Stripe account are coming soon. TheInvoiceAI is invoicing software, not a payment service: we never hold, process or transmit your money, and we take no fee.
General guidance, not tax or legal advice. Rules change, so check what applies to you.