Invoice Template for Consultants
A consulting invoice should tie every charge back to what was agreed: the engagement, the period covered and the rate. Invoice Today lets you create one in your browser and download it as a PDF for free, without signing up.
Here's how to structure day-rate, retainer and fixed-fee invoices, plus wording that keeps finance teams happy and gets you paid sooner.
What corporate clients look for
Larger clients often pass invoices through an accounts payable team who weren't involved in the work. Make it easy for them to approve:
- Your business name, address and email, and VAT number if registered.
- The client's legal entity name and billing address, plus their VAT number if they ask for it.
- A purchase order (PO) number or project code if they gave you one. Put it in the line description or the notes.
- The name of the person who commissioned the work.
- The period covered, for example "Services for March 2026".
- Clear payment terms that match your contract.
Three common billing models
Day rate
Quantity is the number of days, rate is your day rate. List the dates or attach a timesheet if the client requires one.
Monthly retainer
One line per month, such as "Advisory retainer, April 2026". If extra work falls outside the retainer, add it on a separate line so it's easy to spot.
Fixed fee or milestone
Describe the milestone reached, for example "Phase 1: discovery report delivered", and the share of the total fee it represents.
Example consulting invoice
All names, numbers and prices below are made-up examples. Replace them with your own.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Strategy workshops, PO 0000, days in March 2026 | 3 | £000.00 | £000.00 |
| Report write-up (days) | 1 | £000.00 | £000.00 |
| Rail travel to client site (receipts available) | 1 | £00.00 | £00.00 |
Expenses
Only re-charge expenses your agreement allows. Put each type on its own line with a short description, and keep the receipts in case the client asks. Whether VAT applies to re-charged expenses depends on the circumstances, so check GOV.UK or ask an accountant if you're VAT-registered.
Wording you can adapt
- "Services provided under our agreement dated [date]."
- "PO number: 0000. Please quote the invoice number on payment."
- "Payment due within 30 days of the invoice date."
- "Bank: Example Bank, account name, sort code and account number."
Frequently asked questions
This is general information, not tax or legal advice. Check your own requirements with an accountant or HMRC.