How to Invoice as an Insurance Agent
How to invoice a client for a fee, step by step: what to check with your state first, what the invoice should say, and how to follow up on payment.
This guide covers invoices an insurance agent sends a client for a fee, such as a fee for reviewing a business's coverage. Before you quote or bill any fee, check your state insurance department's rules. This guide doesn't say what any state allows.
To find your state insurance department in the US, start with the National Association of Insurance Commissioners (NAIC). Its Insurance Departments page (checked October 30, 2026) says: "Find contact information for insurance departments and local insurance agents, or file a complaint."
Once you've confirmed a fee is allowed, put the service and the fee in writing. In Billed, the written fee can go on an estimate the client approves. Billed's help center article on estimates says: "You can make an estimate and then send it to your client. Your client can approve it to proceed further." Billed's invoice software page then explains how to "convert an approved estimate into an invoice". For hourly work, Billed's invoice software page says you can "bill for time you have tracked."
Worked example, using sample figures and leaving out tax, for a fee your state allows: a business client approves an annual coverage review at a flat fee of 450.00, plus a follow-up meeting of 2 hours at 125.00 = 250.00. The invoice total is 450.00 + 250.00 = 700.00.
Step-by-step invoicing guide
- 1
Before you charge a fee, check your state's rules
Read your state insurance department's published rules, or ask the department, before you quote a fee for any service.
- 2
Put the fee in writing first
Describe the service, the fee and how it's set, flat or hourly, in an estimate or written agreement the client approves.
- 3
Name the service on the invoice
Say what the fee is for and the period it covers, for example an annual review of a business's coverage, instead of a bare fee.
- 4
Show how the fee was set
A flat fee goes on one line. Hourly work shows the hours and the rate, which lets the client check the total.
- 5
Add the client's reference
If the client is a business, add the purchase order or account reference their accounts team asks for.
- 6
Follow up on unpaid invoices
Billed's invoice software page says: "Invoice reports show which invoices are paid, partially paid or past due, and you can see who owes you money and send them a payment reminder."
Tips for insurance agent invoicing
- Keep each fee invoice to your own services, so the client can tell it apart from any bill they get from an insurer.
- Write the date the client approved the fee on the invoice, so it ties back to what they agreed to.
- Save the services you bill for as items. Billed's help article on items and services says: "You can use these items and services to bill your clients."
- For hourly reviews, track the time as you work. Billed's invoice software page says you can "bill for time you have tracked."
- Keep a copy of each invoice with the client's file.
Common invoicing mistakes to avoid
- Quoting a fee before checking your state's rules
- Sending an invoice that names a fee but not the service
- Billing hourly work without the hours and the rate
- Starting fee-based work with nothing in writing
- Letting unpaid invoices go without a follow-up
How this works in Billed
Estimates the client approves
Billed's help center article on estimates says: "You can make an estimate and then send it to your client. Your client can approve it to proceed further." Billed's invoice software page then explains how to "convert an approved estimate into an invoice".
Billing tracked time
Billed's invoice software page says you can "bill for time you have tracked." Billed's help article on timesheet invoices says: "It will help you to invoice your clients on the basis of tracked time."
Saved services and line items
Billed's help article on items and services says: "You can use these items and services to bill your clients." Billed's help article on creating an invoice says: "Click 'Add a Line Item' and fill this section to charge against new items and services."
Card and offline payments
Billed's invoice software page says: "Connect your Stripe account and every invoice you send gets a pay button, so clients can pay by card." It also says: "When a client pays by check or cash, record it as an offline payment so all your income is in one place."
See who still owes you
Billed's invoice software page says: "Invoice reports show which invoices are paid, partially paid or past due, and you can see who owes you money and send them a payment reminder."
Frequently asked questions
Start Invoicing With Billed
Set up your account and send your first invoice with Billed.
At a glance
| Fee type | On the invoice |
|---|---|
| Flat fee for a defined task | One line naming the service and the period |
| Hourly advice | Hours, rate and total |
| Business client | Their purchase order or account reference |
| Written agreement | The date the client approved the fee |
When this isn't for you
If you don't charge clients a fee for your work, you won't need to send them invoices.