Consultants specialize in varying niches and disciplines and are often seen as an expert in their field. Your busy days are filled with working with organizations of all sizes to improve their business performance.
This is where TrulySmall™ comes in. We provide a range of customizable consultant invoice templates for you to seamlessly invoice clients and most importantly, get paid.
Whether you’re consulting in marketing, HR, digital transformation, or other fields altogether, you can download our customizable consultant invoice templates for you to quickly put together a professional invoice for your clients to get paid faster. Available in Google Docs, Google Sheets, Word, Excel, or PDF—the format is entirely up to you. Each invoice is crafted in terms of fields, structure, and details that help fit the needs of your consulting business, no matter which niche you operate in. All you have to do is hit download, fill in the details, and it’s ready to send.
The independent workforce is increasingly growing. Consultants are also providing more add-on services as they go based on client needs. As a result, there just isn’t enough time for professionals to learn the backend of running a successful business: namely, the accounting and finances. These invoice templates will help guide you to inputting your hours and services in a professional manner—so that you can keep your cash flowing.
What should I include on my consultant invoice?
As a consultant, you likely already regularly track your time, are familiar with your hourly rate and are used to invoicing—depending on your pool of clientele and the amount of work receive regularly.
But if invoicing is new to you, there are a couple of key items that you cannot neglect on your consultant invoice, including a unique invoice number, the invoice date, sales tax, and payment terms. By using TrulySmall’s free consulting invoice template, you will not miss these critical items related to your consulting work. Our invoice templates include prompts to add your consulting business logo, the invoice number, client details, hourly rate field, and more.
At the bare minimum, here’s what you should include on your consulting invoices to keep your invoices looking and feeling professional:
1. Business name and info
Your business name is a foundational element of a professional invoice. It identifies your business and establishes your brand.
2. Invoice #
A unique invoice numbering system helps you stay organized, especially come tax season.
3. Date of invoice
Date of when the invoice was generated and not when the goods were supplied.
4. Payment terms
Any terms or other contractrual descriptions you would like to include.
5. Qty/Hrs worked
The number of hours worked or quantity of services provided.
6. Bill to (client information)
Your client’s information including their full billing address.
7. Flat fee or hourly rate
The amount you’re charging per hour or for a specific service.
Any other fees or taxes that you may charge on your invoice.
9. Total, including sales tax
The total amount of your invoice after any sales tax, discounts, etc.
How do I build my consultant invoice?
11 Simple Steps
Depending on your industry, consultants don’t necessarily need their invoices to be beautifully-designed. But it needs to be professional: clearly highlighting your brand, its logo, and avoiding any calculation errors or misspelling.
TrulySmall’s consulting invoice templates are simple and easy-to-use. Our invoices are built for self-employed consultants and consulting firms—no matter which niche you specialize in.
Leverage these steps to make the most out of our consulting invoice templates to get paid:
1. Download the Template
Download any of our free contractor invoice templates from the top of this web page.
2. Input your Info
No matter what format you need, we’ve got you covered. Input your info into the downloaded invoice.
3. Add Your Logo
Add your logo to the invoice for a professional, branded look.
4. Include Client’s Info
Include all of your client’s details like their full name, billing address, and contact information.
5. Add a Unique Invoice No.
Add a unique invoice number so you can keep track of all your invoices. We recommend starting with 00001 and moving up.
6. List What You Did
List out all of the services you provided in separate lines under ‘Description’.
7. Calculate the Total
Calculate your subtotal by adding up all of the amounts you charged for services.
8. Add the Tax
Include any taxes you may need to charge, other fees, or offer a discount.
9. Include Your Terms
Clarify your payment terms and whether there are any late fees associated with your invoice.
10. How Can They Pay You
Include any information your client will need to pay you! (Your PayPal email, your venmo account, etc.)
11. Send the Invoice
Export to PDF and hit send! And Voila! You’re on your way to getting paid.
How do I charge my time for my consultant invoice?
Consultants tend to charge clients by the hour, but not every consultant operates the same. Tracking billable hours and invoicing clients for your time is a key component of invoicing in the consulting industry. Do your research when it comes to hourly rates as this can vary depending on your niche, experience level, business region, and client budget and expectations.
Once you’ve secured your client and nailed down your rate, get into the habit of tracking your hours automatically to reduce overall administration. Doing this will make invoicing as a consultant that much easier.
Curious about TrulySmall™ Invoicing?
Our new invoice generator will save you time and help you get paid faster. Sign up for our newsletter to be the first to know when it’s ready.
Leverage time tracking tools or install browser extensions that track time for you without you having to lift a finger. You might even want to track your billable hours on an up-to-date timesheet. That way, you can include it as an attachment to your invoice so that your client can see how much time you spent to provide the services that help them reach their goals. Adding a timesheet is also a great way to boost transparency with your client.
2. Invoice consistently
As a consultant, keeping the revenue flowing in is a key objective. That’s why the sooner you invoice, the sooner you get paid. Get into the habit of invoicing right at completion to ensure you get paid as quickly as possible. Not only will the work remain top of mind for you and your client, but you’ll also produce much more accurate invoices as a result of capturing all the services you provided. Another strategy is to request a percentage of the estimated cost up-front prior to starting work, then billing the remainder upon project completion.
3. Add an expense report
Consultants tend to travel for work—whether that’s familiarizing with the organization they’re working for, meeting the team, or getting a better feel of the company culture. This “boots-on-the-ground” working style means out of pocket expenses like expenses incurred on-site. Diligently track these expenses while you’re on-the-go and include an expense report (along with applicable receipts) with the invoice. If you do add an expense report, be sure to detail what the expense was for so that clients know exactly why they are being billed.
"Establish clear terms on your consulting invoice to manage expectations and communicate professionalism"
4. Formulate clear terms
Establishing clear terms on your consulting invoice will manage expectations, communicate professionalism, and serve as a safety net for all things related to payments and cash flow. Verbally communicate these terms with your clients prior to setting up a contract and if that’s not possible, make sure that it’s written in the contract as well as your invoice. TrulySmall’s invoice template includes verbiage at the bottom for you to tailor, as needed.
5. Make payments easy by staying flexible
By accepting more payment methods, you’re making it more convenient for your clients to pay you. Whether it’s by bank transfer, cheque, or other forms of payment, make your adaptability clear on your consulting invoice. While TrulySmall’s invoice templates already have a spot (with existing language) to include payment methods, adopting invoicing software that integrates with all major online payment gateway providers takes it one step further to speed up payments for you.
If you’re looking for a more streamlined way to tackle your consulting invoices, TrulySmall™ Invoices lets you use our invoice generator for free. Instead of manually filling in new details and re-using old invoices as a starting point, you can do it all directly in TrulySmall’s app.
Piqued your interest?
Try out TrulySmall™ Invoices today to find out how our software can automate your invoicing process.