Bookkeeping invoice template: monthly fee, catch-up work and payroll runs
Bookkeepers mostly bill a fixed monthly fee, plus extras that clients forget they asked for: catch-up months, extra payroll runs, 1099 forms. Listing them on separate lines keeps the monthly fee clean. The template below opens in Billsprig with a typical month filled in.
What matters for bookkeepers
Fixed fee on one line
Name the month and the scope ("up to 150 transactions, 1 bank and 1 card account") so extra work is easy to justify.
Extras per unit
Payroll runs, extra accounts and year-end forms are quantity × rate lines. The client sees exactly what moved the total.
Catch-up work separately
Bill catch-up months as their own lines (or their own invoice) so they do not look like a jump in the monthly fee.
Worked example
Example rates for illustration. The template opens with these lines and quantities but empty rates, so you type your own prices.
| Description | Qty | Rate | Tax | Amount |
|---|---|---|---|---|
| Monthly bookkeeping, October 2026 (up to 150 transactions) | 1 | $450.00 | $450.00 | |
| Payroll runs (bi-weekly) | 2 | $35.00 | $70.00 | |
| Additional bank account reconciliation | 1 | $60.00 | $60.00 | |
| Catch-up bookkeeping, July–August (hours) | 6 | $75.00 | $450.00 |
Notes on the invoice: Monthly fee is billed on the 1st. Catch-up hours as agreed by email on 18 September.
How to set it up in Billsprig
- Open the template: the lines, quantities, terms and notes above are filled in, rates are empty.
- Type your prices, add your business details and the client.
- Set the tax label and rate per line, and the currency.
- Download the PDF or print it; add a Pay online link if you take card payments.
FAQ
Should I bill monthly in advance or in arrears?
Either works if the engagement letter says which; write the month the fee covers in the line.
Can I keep a list of my standard services?
With Pro, Billsprig saves your price list and clients, so the monthly invoice is a few clicks.
Can I export my invoices?
Pro keeps an invoice history with paid/unpaid status and exports it as CSV.