Invoice generator for consultants

Structure invoices around your engagement

Retainers

Use one line per period, for example “Advisory retainer — March 2026”, with a quantity of 1. If extra hours were agreed outside the retainer, add them as a separate line so the client can see what changed.

Milestones

Name each line after the milestone in your statement of work (“Phase 2: discovery report delivered”). Matching your proposal’s wording makes approval faster.

Day rates

Enter the number of days as the quantity. Half days (0.5) calculate exactly.

Make approval easy for the finance team

• Quote the purchase order number in the PO / reference field. Many large companies won’t pay an invoice without one.
• Use the client’s legal entity name and the billing address from your contract.
• Add both tax numbers where B2B invoices require them — yours under your business details and theirs under the customer.
• State payment terms that match the contract, such as 30 days from the invoice date.

Expenses and pass-through costs

Show expenses as additional charges rather than mixing them into your fee. They’re added after any discount, so a discount on your fees doesn’t reduce reimbursed costs. Whether expenses should carry tax depends on the jurisdiction and how they’re recharged — check if unsure.

A clean, credible document

The Clean Corporate template puts the invoice number, dates and amount due in a summary strip at the top — what an accounts payable team looks for first. Classic is a good choice for more traditional clients.