Consultant Invoice Template
Create a consultant invoice online and download it as a PDF — start from pre-filled consultants line items, edit them, add optional sales tax and get an instant total. Free, no signup.
From — your business
Bill to — client
Details
| Description | Qty | Rate | Amount |
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Notes & terms
Invoicing for consultants
Consultants often bill a project or retainer fee rather than hours, sometimes with expenses on top. The generator is pre-filled with a flat engagement fee and an expenses line — switch to hourly by changing the quantity to your hours and the rate to your hourly fee.
A consultant invoice should name the engagement, show the fee basis (project, retainer or hourly), list reimbursable expenses separately, and state payment terms. Reference the statement of work or contract so the client can match the invoice to what was agreed.
For ongoing work, send a fixed retainer invoice on the same day each month — keep the description consistent so the client’s accounts-payable team approves it quickly. Bill expenses on their own lines so they’re easy to review.
Invoice templates by industry
Pre-filled invoice templates for other lines of work:
Frequently asked questions
How do consultants invoice clients?
State the engagement and the fee basis — a flat project fee, a monthly retainer, or hours × rate — list any reimbursable expenses separately, and reference the agreement. The generator pre-fills a project fee plus an expenses line; edit them, set your terms, and download a PDF.
What payment terms should a consultant use?
Net 15 or net 30 is standard; retainers are often billed in advance or at the start of each month. For new clients, an upfront deposit reduces risk. Put the terms and due date on the invoice — the generator sets the due date from the net-days you choose.
What is the difference between an invoice, an estimate and a receipt?
They are three stages of one transaction. An estimate (or quote) shows an expected price before the work and is sent to win or confirm the job. An invoice requests payment after the work is done and shows the amount due. A receipt confirms that a payment was made and is given afterward as proof. A purchase order is a fourth document: the buyer issues it to formally request goods at an agreed price. Ziffaro has a free generator for each, so you can use the right document at each step.
Can I add a late fee or require a deposit on my invoice?
Yes. State both clearly in the invoice notes or terms before the work starts, not after. For larger jobs, billing a 30 to 50 percent deposit up front protects your cash flow. A late fee, often around 1 to 1.5 percent per month where your state allows it, gives clients a clear reason to pay on time; write the policy on the invoice so it is not a surprise. Late-fee limits vary by state, so confirm what is permitted where you operate.
Do I need to keep copies of the invoices I send?
Yes. The IRS expects self-employed people and small businesses to keep records that support the income and deductions on their tax return, and invoices are the main record of money you earned. Save a PDF of every invoice for your own files. If a business client pays you $600 or more in a year you may also receive a Form 1099-NEC, and your invoices are what you reconcile it against. This is general information, not tax advice — check with a CPA for your situation.
Can I create a recurring or proforma invoice with this tool?
This generator makes a single PDF invoice at a time, which covers most one-off and occasional billing. You can reuse it as a template for a recurring client by saving your business details (they are stored locally) and changing the line items each time, or use it to produce a proforma invoice by labeling it as preliminary in the notes. If you bill on a fixed schedule and want automatic recurring invoices, reminders and online card payments, dedicated invoicing software is the better fit.
How do I make an invoice?
Fill in your business details, your client’s details, an invoice number and date, then add a line item for each product or service with a quantity and rate. The amounts and total update as you type. Turn on sales tax if you collect it, add any notes, then click Download PDF. The whole thing takes a couple of minutes and needs no signup.
What should an invoice include?
A complete invoice has your business name and contact info, your client’s name and address, a unique invoice number, the invoice date and due date, an itemized list of what you’re billing with quantities and rates, the subtotal, any sales tax, the total due, and how to pay you. This generator includes fields for all of these, so nothing important gets left off.
How do I send an invoice to a client?
Download the invoice as a PDF here, then email it to your client as an attachment with a short note and the amount and due date in the subject line. A PDF is the standard format because it looks the same on every device and can’t be edited by accident. Keep a copy for your own records.
Do I need to charge sales tax on an invoice?
It depends on what you sell and where. Many services aren’t taxable, while physical goods usually are, and rates vary by state and even city. Leave the sales-tax toggle off if you don’t collect it; turn it on and enter your rate if you do. When you’re unsure whether a sale is taxable, check your state’s rules or ask a CPA.
Is this invoice generator free?
Yes — it’s completely free with no account, no watermark and no limit on how many invoices you create. Everything runs in your browser, so your client and pricing details never leave your device, and your own business info is saved locally so you don’t retype it next time.