IT Consulting Invoice Template

• IT consultant: business name, address, and phone or email
• Invoice details: invoice number, invoice date, payment terms, due date and "PO no." for the client's purchase order
• Bill to (client): company, "Attention" and email
• Engagement: "Agreement", "Project" and "Managed devices"
• Managed services: the monthly fee, with item, details, quantity, unit, rate and amount, and a "Managed services subtotal"
• Project milestones: each milestone completed, with a "Milestones subtotal"
• Consulting hours: hours at your hourly rate, with a "Consulting hours subtotal"
• Licenses, passed through at cost: software bought for the client
• Totals: "Subtotal", "Sales tax on services, if applicable" with its rate, "Licenses, passed through at cost", "Total" and "Amount due"
• How to pay and Service notes

The sample bills an architecture office for November 2026, on Net 30 terms, due Dec 30, 2026:

• managed services: monitoring, patching and help desk for 12 devices at 45.00 a device, 540.00;
• project milestones for an office network refresh: milestone 2, firewall and Wi-Fi access points installed, 1,800.00, and milestone 3, files moved to the new server and staff signed in, 1,200.00;
• consulting hours at 125.00 an hour: a security review with recommendations, 4 hours (500.00), and on-site printer and VPN setup, 2.5 hours (312.50).

That's a subtotal of 4,352.50, with sales tax at 0%. A firewall security subscription (420.00) and backup software for the 12 devices (60.00) are passed through at cost, 480.00, for a total and amount due of 4,832.50. The rates are sample figures, not market rates.

Bill a project by the milestones you agreed on, each when it's done, and describe what was completed: "Firewall and Wi-Fi access points installed". The sample's note says milestones are billed on completion, as agreed for the network refresh. Keep milestones that haven't been reached off the invoice until they are.

Licenses you buy on the client's behalf go in their own table and are passed through at cost. The sample's note says they're bought in the client's name and passed through outside the tax line. Check each license's own terms for who can hold it and how many users or devices it covers.

1. Add your business details, then the invoice number, invoice date, payment terms, due date and the client's PO number, if they use one.
2. Enter the client under "Bill to (client)", and the agreement, project and managed devices under "Engagement".
3. Add the managed-services line for the month, then any milestones completed, then consulting hours.
4. Add licenses bought for the client at cost, and set the sales tax rate, or leave it at 0%.
5. Edit the service notes, replace the placeholders in "How to pay" with your own details, and send the invoice.

The PDF is a blank A4 form for filling in by hand; it runs to two pages, with the service notes on page 2. The Word and Excel files have the same layout with the sample filled in, for you to overwrite.

In the Excel file:

• each line amount is "Qty" × "Rate";
• the section subtotals, the subtotal, the tax, the licenses total, the total and the amount due are formulas;
• the file's tip says: to leave out "Sales tax on services, if applicable", set its rate to 0%, and don't delete these rows, because the totals refer to them;
• the managed-services table has no blank row; the milestones, consulting hours and licenses tables each have one. For more lines, insert a row inside the table and copy the amount formula into it, then check that the subtotal includes it.

In Word or on the PDF, work out the amounts yourself.

Invoice templates by format: Word, Excel, PDF, Google Docs and Google Sheets, or browse all invoice templates.

In Billed, time you track can be pulled into invoices, so consulting hours don't have to be retyped. For the monthly managed-services fee, recurring invoices are generated and sent to your clients automatically according to your settings. Clients can pay online by credit card or PayPal.