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How to write a sample invoice for consulting services (with Template)

Consultants often lead busy lives, so you don’t want to waste time creating invoices for all your clients. Instead, you can create a sample invoice for consulting services. Ensuring you have a quick and easy template to reach for when it comes time to invoice your clients.

This guide covers how to make a consulting template, with a free downloadable version to get you started.

What is a consulting invoice?

Every time you perform consulting services, you’ll need a way for your clients to pay you. Often, this starts when you send them an invoice for consulting services. 

An invoice has many purposes, from notifying your clients that payment is due. To helping you manage your cash flow. A template for your invoices can help you maintain a professional image. But it will also ensure you don’t miss any details. 

Why should you use a consulting invoice template?

A consulting invoice template has several benefits for your business. Which will help you to foster positive client relationships. Here’s why you should use one:

  • Accuracy: A standardised template minimises the risk of errors and omissions. As a result, you can reduce the chance of disputes and increase trust with your clients.
  • Efficiency: Templates streamline the invoicing process. You don’t have to spend time creating an invoice for each client; instead, you can simply edit the template.
  • Record-keeping: Invoices are an important financial record for any business. You need to keep them in case of tax audits. Having professional and clear invoices will make it easier for future reference.
  • Professional and transparent communication: A branded template ensures you maintain a professional image. Plus, timely and professional invoicing will help you build solid client relationships.

How to create a consulting invoice step-by-step

Whether you start from scratch or use an existing template, you’ll need to know how to customise the invoice. Here’s everything you need to know.

1. Personalise it

Start with a blank document or download a pre-designed template. Then, customise your invoice with a business logo, your colour scheme, and name. Make sure it looks professional, whether you’re a sole trader or own a small consulting business.

2. Add client information

Clearly include your client information. You should personally address your invoice where possible, or ensure the business is clearly listed. You’ll need to add:

  • The client’s personal name
  • Their business (if applicable) and department (if applicable)
  • The address
  • Contact information, such as the email address and phone number

3. Describe the services

Your invoice should include a brief description of the services you offered. Along with the quantity of services or any other relevant information. This way, your clients know exactly what they’re paying for.

Often, this is a simple description, such as “security consultation” or “legal consultation.” However, depending on the scope of your work, you might want to invoice for other things such as equipment. Make sure to include a breakdown of these as an itemised list.

4. Enter the prices

For each item on the list, record the price. Include this as a breakdown, then add the grand total at the end. If applicable, make sure you include any taxes separately.

If you discussed a discount with your client, you can also include it in the price breakdown.

5. Add the date and the invoice number

Always add a date to the invoice to show when you sent it. This will help you in case of unpaid invoices, as you have proof of when you sent it. Plus, it’s better for your records.

You should also add an invoice number. The number should follow a specific convention, so it’s easy to search for in your records. When you use accounting software like QuickBooks, you can create invoices automatically to save you the trouble.

6. Include payment methods and personal details

The bottom of your invoice should include possible payment methods for your client to use. This could be your business bank account or details for your online payment processor. 

You should also include contact information, like your email address and phone number, for the client to contact you.

7. Add payment terms

Optionally, you can also add the payment terms. This could be a payment due date, providing clarity that helps your client stick to deadlines. This may also include a late payment policy that encourages your client to make the payment in time.

Free customisable consulting invoice template

Need inspiration? Download our free consulting invoice example and customise it to suit your business.

Streamline invoicing forever with QuickBooks

Managing a growing business can be difficult, but you can make it easier with QuickBooks. Streamline your expense tracking and invoicing so you can focus on the aspects of your business that you love to do.

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