This template is set up for a mix of advisory work: a monthly retainer, a strategy workshop day, hourly analysis and reimbursable travel. Change the billing period in the description lines and add the PO number in the notes. If you bill on a fixed-fee engagement, replace these with phase names and percentages from your statement of work so finance can track remaining budget.
Invoicing tips for consultants
- Include the client's PO number and engagement name on every invoice; many companies cannot process invoices without them.
- Bill retainers in advance at the start of each period and extra hours in arrears, on separate lines.
- Attach receipts for reimbursable expenses and check whether the client's travel policy caps hotels or airfare.
- Ask about vendor onboarding forms, tax documentation and payment cycles before your first invoice, since net-30 or longer terms are common in corporate settings.
Typical line items
- Monthly advisory retainer
- Strategy workshop (full day, on-site)
- Data analysis and reporting (hourly)
- Travel expenses (reimbursable, receipts attached)
Rates shown are examples only — edit them to match your pricing.
FAQ
Should consultants bill hourly or by value?
Hourly billing is simple and suits open-ended advisory work, but it caps your income and invites scrutiny of every hour. Fixed-fee or value-based pricing ties your fee to outcomes and suits well-defined projects. Many consultants combine them: a fixed fee for the core scope and an hourly rate for anything beyond it.
How do I invoice a consulting retainer?
Issue the retainer invoice at the start of each month or quarter, describing the period and what the retainer covers, such as up to 15 hours of advisory time. If the client exceeds that, bill the overage on the next invoice. State whether unused hours roll over, since this is a frequent source of disagreement.
Can I charge for travel time?
Many consultants do, often at a reduced rate such as 50% of their hourly fee, while others absorb it into the day rate. Whatever you decide, agree on it in the engagement letter and show travel time as its own line. Airfare, lodging and meals are usually billed separately as reimbursable expenses.
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