What to include on a consulting invoice
Quote the SOW or PO number
Large companies often route invoices by purchase order. Without it, your invoice can sit in an approval queue for weeks.
Split fees from expenses
List professional fees and reimbursable costs on separate lines. Note that expenses are passed through at cost unless your agreement allows a markup.
State the service period
For retainers, give the exact month or date range covered so it is clear which period has been paid.
Summarize hours if billing time
When billing hourly, add a short summary of hours by activity, such as interviews, analysis and presentation prep.
Example consulting line items
These sample entries show how to describe consulting work clearly. Rates are illustrative only; use your own pricing.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Monthly advisory retainer (October) | 1 | $4,500.00 | $4,500.00 |
| On-site strategy workshop (day rate) | 2 | $2,200.00 | $4,400.00 |
| Market assessment report | 1 | $3,000.00 | $3,000.00 |
| Travel expenses (receipts attached) | 1 | $640.00 | $640.00 |
| Subtotal | $12,540.00 | ||
Payment terms for consulting invoices
Our suggestion: Net 30 for corporate clients; retainers billed at the start of each month.
Sample terms you can paste into the invoice: “Payment is due Net 30 from the invoice date. Retainer fees are billed in advance and are non-refundable for the period invoiced. Expenses are billed at cost.”
Not sure what Net 15 or 2/10 Net 30 mean? Payment terms explained.
Consulting invoice FAQ
How should a consultant bill a retainer?
Most consultants invoice the retainer at the start of each period, listing the month covered and the scope it includes. Work beyond the retainer is then billed separately at an agreed hourly or day rate. Spell out in your terms whether unused hours roll over.
Can consultants mark up travel expenses?
Only if your contract allows it. Many corporate clients require expenses at cost with receipts, and some publish travel policies you must follow. When in doubt, bill at cost and attach documentation.
What payment terms are standard for consulting?
Net 30 is common with larger organizations, while smaller clients may accept Net 15. Some consultants require a deposit or the first retainer payment before work starts to reduce risk.