The template includes a monthly bookkeeping package, payroll processing per employee, catch-up work billed hourly for prior months and a year-end package for the client's accountant. Adjust the scope wording to match your engagement letter, and mention the period covered in each line. If the client is late providing documents, note it on the invoice so delays don't look like your oversight.
Invoicing tips for bookkeepers
- Define monthly scope by number of accounts and transaction volume, and bill overages as a separate line.
- Price catch-up and cleanup work separately from ongoing monthly service, and consider collecting it up front.
- Reference the period covered on every line, such as the March reconciliations, so it matches your work papers.
- Leave tax returns and tax advice to qualified professionals unless you hold the right credentials; check local rules on what bookkeepers may provide.
Typical line items
- Monthly bookkeeping (up to 3 accounts, 200 transactions)
- Payroll processing (per employee)
- Catch-up bookkeeping for prior months (hourly)
- Year-end package for accountant
Rates shown are examples only — edit them to match your pricing.
FAQ
Should bookkeepers charge hourly or a fixed monthly fee?
Fixed monthly fees are popular because clients get predictable costs and you're rewarded for efficiency through automation and bank feeds. Hourly billing suits cleanup projects and unpredictable work. Many bookkeepers set a monthly fee based on transaction volume and number of accounts, then bill catch-up or special projects hourly.
How do I invoice catch-up bookkeeping?
Quote catch-up work as a separate project, either per month of backlog or hourly with an estimate. Many bookkeepers require part or all of it upfront, because cleanup is time-intensive and clients behind on bookkeeping can also be slow payers. List the months covered so the client sees what was brought up to date.
When should a bookkeeper send the monthly invoice?
Many bill at the start of the month for the previous month's work, or in advance for the coming month. Billing in advance with automatic payment tends to reduce late payments. Pick a consistent date, put it in your engagement letter and make sure the invoice states the service period clearly.
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