← Minuteman Invoice

Free consultant invoice template — fill it out online

Hourly advisory, project fees, monthly retainers — fill out a professional consulting invoice in your browser and download the PDF. No signup, no watermark.

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What a consulting invoice should include

• Your business name, email, and phone — matching the name on your contract or proposal
• Client name and billing address — for larger companies, add the accounts-payable contact or a PO number if they gave you one
• Invoice number and dates — issue date and an explicit due date, not just "Net 30"
• Line items that describe the work: "Strategy sessions — 6 hrs @ $150" or "Phase 1: discovery and audit — project fee"
• Reimbursable expenses as separate lines, if your agreement includes them — travel, software, materials
• Subtotal, tax if applicable, and total due in one obvious place
• Payment instructions: exactly how to pay and by when

Hourly, project fee, or retainer

Hourly billing fits open-ended advisory work where scope shifts week to week — show the hours and rate on each line so the math is self-evident. A fixed project fee fits defined deliverables; bill it as one clearly labeled line tied to the milestone ("Phase 2 complete: implementation plan delivered"). Retainers cover ongoing availability — invoice at the same time each period with a line like "Advisory retainer — August," so the client's bookkeeper can approve it on sight. Many consultants mix these on one invoice: a retainer line plus hourly lines for out-of-scope work.

Describe the work so nobody has to ask

Consulting is intangible, which makes vague line items ("Consulting services — $4,500") the top reason invoices stall in approval. Someone in accounts payable who never sat in your meetings has to sign off. Give each line enough detail to stand on its own — what you did, for which project, over what period. Clear descriptions also build your paper trail if scope questions come up later.

Payment terms that fit corporate clients

Bigger clients usually pay on an accounts-payable cycle, so Net 30 is the norm — fighting it costs more goodwill than it's worth. What you can control: invoice promptly (the AP clock starts when they receive it, not when you finish the work), include any PO number so it routes correctly, and send a polite nudge as the due date approaches. Our payment reminder templates are ready to copy, and if slow payment becomes a pattern, see late fees on invoices for how to word a policy.

Deposits for new clients

For a first engagement or a large project, it's reasonable to collect part of the fee up front — commonly 25–50% — before committing your calendar. Send a deposit invoice at signing, then credit it on the final invoice. The exact wording is in our deposit invoice guide. If a US client asks for a W-9 before paying, that's routine paperwork — see W-9 vs. invoice.

How to make one in under a minute

1. Open the free invoice generator — it runs in your browser.
2. Fill in your details, the client's, and any PO number in the notes.
3. Add your hours, project fees, or retainer as line items; totals calculate automatically.
4. Download the PDF and email it to your client or their AP contact.

Create your invoice free →

Prefer it branded? Minuteman Invoice Pro ($39 one-time) adds your logo, unlimited saved clients, and estimates — with a 30-day money-back guarantee.

More: Free invoice template · Contractor invoice template · Photography invoice template · W-9 vs. invoice · How to invoice · Invoicing as an LLC · Deposit invoices · Invoice numbering · Late fees on invoices · Payment reminder emails · Invoice vs. estimate