What is an IT Support Invoice Used For?

IT services exist in a wide range of industries, since almost all types of businesses use technology, they will therefore all require technical support. This means that you will need versatile invoice templates – ones that will keep up with the same level of diversities that come with being an IT service provider. 

You can use this IT service invoice template for the following applications: 

• Web design/ developer 
• System support 
• IT consulting
• Network engineering 
• Help desk support 
• Hardware and system repair 
• Hosting and IT support
• Network security 
• Software testing 
• Cloud services 
• Installation

What to include on an IT Services Invoice

Consultation Fee

An individual or company may want to know what they need to do to keep their information secure, but they don’t want to hire a firm to handle day-to-day monitoring. Your time is money, so you should charge a fee to provide the client with your specialized knowledge.

Not sure how much to charge? Your hourly rate depends on your level of experience and education. PayScale can help you determine an hourly rate by detailing what other IT security specialists with similar qualifications charge.

Software

You may need to install software on your client’s computer to ensure the safety of their online data. Some software programs charge a flat fee, while others are subscription-based and require yearly renewal. Most software only allows a certain number of users before you must pay an additional fee.

On your IT security invoice, list all software expenses as separate line items. Provide as much detail as possible, including:

• Software name
• Brand
• Subscription start date
• Subscription renewal date
• Number of authorized computers
• Cost to add additional computers
• Benefits of the software

Labour and Time

Using PayScale, determine the average cost of services provided, and then decide whether to bill for your time by the hour or by the job. If you’re diagnosing a problem, you might consider billing by the hour. Installing software might incur a set fee. Provide as much detail as possible on the invoice. For example, you could write installing ABC software with a cost for labour at $45 an hour.

Monthly Maintenance 

Once you’ve secured a company or individual’s information, you might check on them every few days and make yourself available for any emergencies. On your IT security invoice, list this service as a monthly maintenance expense, along with the amount due.

While you expect immediate payment from an individual or a one-time customer, you can offer different payment terms to repeat clients or small businesses who require monthly maintenance. The most common payment terms are net 30 and net 10. Net 30 means that you expect payment 30 days from the invoice date, while net 10 gives the client 10 days to pay from the invoice date.

Offering a variety of payment methods helps the customer pay you in a more timely manner.

Some payment methods you should consider accepting include:

• Cash
• Cheques
• Debit cards
• Credit cards
• Online payments
• Mobile payments

When to Invoice Clients 

Choosing the right time to send your client’s invoice will speak to your professionalism. So it’s important to balance between sending the invoice within a time frame that is convenient for you and your client. 

There are a few options to choose from when making this decision; you could send the invoice before the work is complete, after the work is complete or while the work is in progress. Choosing the right option will depend on the circumstances of the job you are required to do. 

Here are a few example scenarios that will help you decide.

Recurring contracts 

If you have a contract with your client to work on scheduled maintenance such as: 

• Checking security software 
• Testing backup systems
• Installing software updates
• Administering general technical support

You can request a recurring invoice on a monthly basis or for however long the terms of the contract last. 

Small one-off projects

In this case it is customary to send the invoice once the project has been completed. Normally within a 24-48 hour time period after the work is done, however, if your client needs more time, be open to discussing other options. 

Large one-off projects

If you have a larger project that will require more time to complete, but do not have a recurring contract with the client, you may ask for a portion of money up front before you begin. The rest of the money can be requested at the project completion date or you may wish to send invoices throughout the duration of the project. 

The progress invoicing method entails you and your client to set up specific markers of completion. So when task “A” gets completed, they will give you a portion of the total amount owed, and then when task “B” gets completed, they will pay you again, and so on till the entire project is complete. 

QuickBooks invoicing software has an automated invoicing feature that will automatically send your clients professional invoices, so you can focus on your main job. All you need to do is set the schedule. And as soon as your payment is made, QuickBooks will automatically update your books to ensure all accounts add up correctly. Download the sample invoice and try invoicing software today.