Consulting invoice template: hours by phase, retainers and expenses
Clients approve consulting invoices line by line: which phase, how many hours, which PO. A clear invoice gets paid on the first pass. The template below opens in Billsprig with a phased project filled in.
What matters for consultants
Bill by phase, not one lump
One line per phase or deliverable, with hours as quantity and your hourly rate, lets the client match the invoice to the statement of work.
Put the PO number in Reference
Large clients route invoices by purchase order. Billsprig's Reference field prints it on the invoice.
Expenses at cost, separately
Travel or software bought for the project goes on its own lines at cost, with 0% tax if it is a pass-through, and receipts attached to the email.
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 |
|---|---|---|---|---|
| Discovery workshops and interviews (hours) | 14 | $165.00 | $2,310.00 | |
| Process mapping and analysis (hours) | 22 | $165.00 | $3,630.00 | |
| Recommendations report and presentation (hours) | 10 | $165.00 | $1,650.00 | |
| Travel: return flight, receipts attached | 1 | $412.60 | $412.60 | |
| Hotel, 2 nights, receipts attached | 2 | $189.00 | $378.00 |
Notes on the invoice: Per SOW-2026-07, phase 1. Hours log available on request.
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 show hours on a retainer invoice?
A retainer is usually one line per month; many consultants add the hours used in the notes so the client sees the value.
Where do I put the PO number?
In the Reference field, which prints on the invoice.
Can I invoice in euros or pounds?
Yes. Billsprig formats 22 currencies, including EUR, GBP, CAD and AUD.