Free consulting invoice generator
Invoice clients for advisory, hourly, or retainer work. Add your rate, terms, and payment details — then download a clean PDF.
| Description | Qty | Rate | Tax | Amount | |
|---|---|---|---|---|---|
| $0.00 |
| Subtotal | $0.00 |
| Total | $0.00 |
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The parts of an invoice, labelled.
A complete invoice has nine parts. The editor above has a field for every one — here's where each sits on the finished document.
What to put on this invoice.
Miss one of these and the document usually comes back with a question attached. Everything here is a field in the editor above.
- The engagement or project name
- The billing period the invoice covers
- Hours, days or milestones with your rate
- The client's PO number, if they issue one
- Expenses billed on, listed separately
- Payment terms and bank details
Hourly, daily, retainer or milestone
Each bills differently and the invoice should make which one obvious. Hourly and day-rate work goes on as quantity × rate with the period stated — “Strategy advisory, June, 24 hrs @ $185”. A retainer is one line for the agreed monthly fee, ideally with a note of what it covers. Milestone billing names the deliverable that was reached. Ambiguity here is the single most common reason a consulting invoice sits unpaid in an approvals queue.
Get the PO number before you invoice
Most mid-size and enterprise clients raise a purchase order before work starts, and their accounts payable system will reject or park any invoice that doesn't quote it. Ask for the PO number at kickoff, not at invoice time, and put it in the PO field. It's a thirty-second question that routinely saves two or three weeks of payment delay.
Net 30, and what to do when it slips
Net 30 is the realistic default for corporate clients, whose payment runs are usually monthly. State the due date explicitly rather than only the term. If you intend to charge interest on late payment, that has to be agreed in your contract before the work — an interest line that first appears on an overdue invoice is rarely enforceable and tends to damage the relationship more than it recovers.
Consulting invoice generator — common questions.
What is a retainer invoice?
A recurring invoice for an agreed monthly fee that reserves your availability, whether or not the client uses all of it. It's usually a single line item, issued on the same date each month.
Do I need a PO number on the invoice?
Only if the client uses purchase orders — but if they do, an invoice without one will typically be rejected automatically. Ask at the start of the engagement.
Should I bill expenses on the same invoice?
Yes, but as separate line items rather than folded into your fee, and keep the receipts. Many clients reimburse expenses on different terms from fees, and a merged figure makes that impossible to process.
BillCrafter is a document tool, not an accounting or legal service. Tax and contract rules vary by country and state — check anything material with a qualified professional.
What the official guidance says
“Your invoice must include a unique identification number, your company name, address and contact information [and] the total amount owed.”
— GOV.UK, “Invoices — what they must include”
Requirements differ by country, but the essentials are consistent: a unique invoice number, the seller and the buyer, an itemized description, the amount due, and clear payment terms. Every BillCrafter template is built around those fields. The primary sources we follow are below.
- GOV.UK — Invoicing and taking payment from customers — The UK government’s list of what every invoice must legally include.
- IRS — Recordkeeping for small business — US guidance on the invoices and receipts you should keep, and for how long.
- U.S. Small Business Administration — Manage your finances — Bookkeeping, accounts receivable and getting paid as a small business.
Other documents you can create free.
Make one now. Sign in to keep it.
Consultants and agencies can bill by the hour or by project, include PO numbers and Net 30 terms, and present a professional invoice that reflects the value of the work.
1 · Make your first invoice free
Start typing on the document right now — no account, no card, nothing to install. Fill in your details and download a polished PDF in under two minutes. Your first export is on us.
2 · Sign in and it’s saved
A free account keeps your business details, clients and every past invoice in the cloud — so the next one takes seconds, from any device. Free accounts get 5 exports a month.
3 · Pick from 45 templates
Eight distinct layouts, twelve accent colors, and presets for freelance, contracting, consulting, photography and more — plus estimates, quotes and receipts. Browse the library.
Three steps to a paid invoice.
Type on the invoice
Fill in your business, client, and line items right on the document. Totals and tax calculate live as you type.
Customize & preview
Upload your logo, pick one of eight layouts and a color — the invoice you see is exactly what downloads.
Download or send
Download a clean PDF, or sign in and email it straight to your client.