How to use this consulting invoice
- Enter the client’s purchase order or engagement number in “PO / reference”.
- Put the retainer on its own line with the period it covers.
- Add day-rate or hourly work beyond the retainer as separate lines.
- Add travel and other expenses with a clear description.
- Match the due date to your contract (for example 30 days) and download the PDF.
Retainer, day rate or hourly?
Consultants often mix billing models. A retainer is a fixed monthly fee for agreed availability or deliverables; bill it in advance or at the start of each period if your contract says so. A day rate suits workshops and on-site work — quantity is the number of days. Hourly lines cover anything outside the agreed scope. Keeping them as separate lines makes it easy for the client to check each against the contract.
Invoicing larger companies
Corporate accounts-payable teams usually match an invoice against a purchase order before paying. Always include the PO number, the exact legal name of the client entity, and the contact or cost centre they asked for. Larger clients may also ask for your tax registration number — add it to your business details and it appears on every invoice.
Frequently asked questions
Where do I put the purchase order number?
In the “PO / reference” field. It appears in the invoice header next to the invoice number and dates.
How should I invoice expenses?
Add each expense, or a total per category, as a line with a description such as “Travel expenses (receipts attached)”. Whether you can add a markup or must bill at cost depends on your agreement.
Can I use 30- or 60-day payment terms?
Yes. Use the 30-day button or pick any due date with the date picker, and write the agreed terms in the Terms box.
Can I show different tax rates for services and expenses?
Yes. Switch Tax to “Rate per item” and set a rate on each line; the totals show one tax line per rate.