How to Invoice as a Consultant: Tips & Free Consulting Invoice Template

February 13, 2024

This resource will guide you through the process of writing a consulting invoice using the best invoicing practices and templates. You will also understand the importance of sending out professional consulting invoices to your clients and how to charge for consulting services.

James Fyfe
Co-founder - CEO

Why Should Consultants Send Professional Invoices?

Consultants should send professional invoices for several important reasons. 

When a consultant sends a detailed, well-formatted invoice, it demonstrates to the client that they are organized, detail-oriented, and professional. This can enhance the client's perception of the consultant and build trust in their ability to deliver results.

A professional invoice helps outline the services or products provided and their associated costs. This reduces the likelihood of any misunderstandings or disputes over payment, as everything is documented and transparent.

Sending professional invoices as soon as possible can assist consultants in maintaining a positive cash flow and increased revenue. 

Invoices also serve as a paper trail for financial and tax purposes, making it easy for consultants to track their income and expenses and comply with legal or regulatory requirements. It also facilitates the management of accounts receivable and helps to keep track of outstanding payments. 

Professional invoices also contribute to the overall branding and image of the consultant or client's company or business. A well-designed and personalized invoice can leave a positive impression on the client, reinforcing the consultant's brand and creating a memorable experience.

Sending professional consulting invoices is a simple yet crucial business practice that can significantly impact a consultant's success and reputation. 

Choosing the Best Invoice Template for Your Consulting Business

When running a consulting business, choosing the best invoice template will help streamline your accounting operations by saving you time and resources in the long run. 

Portant's free consulting invoice template is a great place to start, providing a professional and easy-to-use option for generating invoices. Portant's consulting invoice template is customizable, allowing you to adjust the design and layout to fit your business needs and branding. 

Portant's Invoice Template Sample

Portant's invoice template includes all the critical information that you need to have on an invoice, such as:

  1. Your contact information,
  2. Client's details,
  3. Breakdown of services provided
  4. Purchase Order number, 
  5. Total amount due
  6. Payment terms
  7. Notes.

This not only helps to ensure that you present a professional and clear invoice to your clients, but it also helps to streamline the billing process and minimize any potential disputes or misunderstandings.

By choosing Portant's free consulting invoice template, you can save time and effort while maintaining a polished and professional image to your clients when billing for your consulting services. 

What Should a Consulting Invoice Template Include?

Several key components should be included when creating a consulting invoice template to ensure clear and accurate billing. 

It's important to include your own contact and business information at the top of the invoice, including your name, address, phone number, and any other relevant details. 

Business Information Field - Portant's Invoice Template Sample

The client's business information should include their company name, address, and any specific contact person or department. The invoice should clearly outline the services rendered, detailing the specific work or deliverables provided, along with any relevant dates or timeframes.

It's also essential to include a PO number, if applicable, to track and reference the invoice within the client's procurement system.

The total amount due and any additional fees or expenses should be clearly stated.

The invoice should outline the payment terms, including the payment due date, accepted online payment methods, and any applicable late fees or penalties.

Payment terms sample in Portant's Invoice Template

You and your client can ensure a transparent and efficient billing process by including these components in your next consulting project invoice.

Consulting Invoice Best Practices

When it comes to consulting services, ensuring that your invoicing process is efficient and effective is crucial for the success of your business. 

  • Invoice right after services are delivered - One of the best practices in consulting invoicing is to send the invoice right after services are provided. This helps in prompt payment and maintains transparency in the billing process.
  • Automate your invoicing - Automating your invoicing process saves time and reduces the chances of errors, ensuring that invoices are generated and delivered promptly.
  • Include necessary details of the services rendered - Adding details of services rendered such as the scope of work, project timelines, and hourly rates, can help avoid any confusion or disputes with the client.
  • Add various payment options - Adding multiple payment options, such as credit card, bank transfer, or PayPal, can make it convenient for the client to settle the invoice.
  • Follow up on your invoice - Lastly, following up on your invoices via a past-due invoice email is essential to ensure they have been received and discuss any concerns or questions the client may have. By implementing these best practices, consulting businesses can streamline invoicing, improve cash flow, and maintain positive client relationships. 

How to Charge for Consulting Services 

1. Use the Proper Fee Model

When charging for consulting services, it is important to use the proper fee model that aligns with the value you provide and the expectations of your clients. Several fee models are to be considered, such as hourly rates, fixed project fees, retainer fees, or value-based pricing. Each model has its pros and cons, and choosing the one that best fits your consulting business and your clients' needs is important.

Hourly rates are straightforward but may not always accurately reflect the value you bring to a project.

Fixed project fees provide a clear expectation for you and your client but may require careful project scope management. 

Retainer fees offer a predictable income stream but can be challenging to negotiate.

Value-based pricing ties your fee directly to the value you provide, but it requires a strong understanding of the client's business and a high level of trust.

The key is choosing a fee model that reflects your value and aligns with your client's expectations. 

2. Check Competitor's Pricing for the Same/Similar Services

Doing some market research on how your competitors are pricing their services will give you an idea of the market rate for your technical expertise and help you determine your pricing strategy. Take note of the price range and consider how to position yourself in the market.

Are you offering additional value that justifies a higher price? Or are you aiming at a different customer segment willing to pay more for your specialized services if invoiced timely?

Also, consider the reputation and experience of your competitors. Suppose they are well-established and highly regarded consultants. In that case, they can charge higher consulting fees on an hourly basis referenced on their invoice, owing to their impressive track record of consulting work.

On the other hand, offering the same quality of service at a more competitive price could give you a competitive advantage. Ultimately, knowing your competitor's pricing will help you make informed decisions about how to price your consulting services. 

3. Use a Free Consulting Invoice Template

Using a free consulting invoice template can be a helpful solution for charging your clients for consulting services. These consulting invoice templates are readily available online and can provide a professional and organized way to bill clients for your services.

By utilizing a template, you can easily input your client's information, the services provided, and the fees associated with those services. This not only ensures that you have a clear and concise record of your work but also provides a clear breakdown for your client of all the details and charges they are incurring.

A well-designed invoice can help to establish your credibility and professionalism as a consultant. 

Take advantage of our free Google Sheets invoice template that suits your consulting business needs and automates your invoicing workflow. 

4. Create the Consulting Invoice

Once you have provided your consulting services, creating an invoice takes quite some time. It's best to use a pre-built invoice template to ensure professionalism and clarity. 

Portant's downloadable invoice template is a user-friendly option for establishing a crystal clear and professional invoice in Google Docs, Word, or PDF that outlines your consulting services, hours worked, and associated consulting fees. 

When creating the invoice, make sure to include your business name, contact information, and the client's details. Itemize the services you provided and the corresponding fees. Include the invoice number, the consultation date, the agreed-upon rate, and the total amount owing.

If there are any additional expenses or taxes, make sure to include those as well. Once you have completed the invoice, ensure that it is sent to the client in a timely manner and provide clear instructions on how payment should be made. A clear and professional consulting invoice will not only facilitate prompt payment but also convey a sense of professionalism to your clients. 

5. Send the Invoice 

After completing the consulting invoice, it's time to send it to the client. It's important to be prompt and professional when sending invoices, as this will help maintain a positive relationship with the client. 

You can also follow up with the client to confirm receipt of the invoice and address any questions or concerns. 

Portant's invoicing workflow already has a sending feature, which you can easily use by connecting your professional email to their platform and sending invoices to your clients right after creation. 

Cut down costs and time in creating your next invoice. Automate the process and save yourself a headache.

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