What should a nonprofit invoice include?

Your organization's name and contact details, an invoice number, the invoice date, payment terms and a due date, and who you're billing. Then list each program, event or service with its quantity, rate and amount, followed by the subtotal, any sales tax, the amount due and how to pay. This template also has fields for your EIN, your tax-exempt status, the program term and the buyer's purchase order number.

Do I need to charge sales tax on program fees?

It depends on the rules where you work, what you provide and who you bill, so check them before you send the invoice. The template's "Sales tax, if applicable" line is set to 0%. If tax applies, enter the rate in the rate cell and the Excel file calculates it from the subtotal.

What do I put in the tax-exempt status field?

Your organization's status as it appears in its records, or nothing if it doesn't apply. The field is there for reference and doesn't change any amount on the invoice.

How do I add a purchase order or grant reference?

Put the buyer's purchase order number in the "PO no." field under Bill to. If the buyer pays from a grant or a specific budget, ask which reference it wants and add it to the program notes.

Free Nonprofit Invoice Template

Q: Should a nonprofit invoice say the payment is tax-deductible?

This template doesn't. It bills for program fees and services and says nothing about deductibility. If someone gives your organization a gift rather than paying for a service, acknowledge it separately with a donation receipt.

A free invoice for a nonprofit billing a school, company or agency for program fees, an event and program materials, with an optional sales tax rate, as a blank PDF form plus Word and Excel files filled with sample values you can overwrite

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Quick answer:This page has a free program fee invoice for a nonprofit that bills another organization for services it provides, such as a school paying for an after-school program. It lists program fees and an event fee as quantity × rate, then program materials in their own section, with a subtotal, a "Sales tax, if applicable" line driven by a rate cell (0% in the sample) and the amount due. The organization's EIN and tax-exempt status are placeholder fields, and the invoice doesn't describe the payment as a donation or say anything about deductibility. For a gift, use a donation receipt instead. It comes as a blank print-and-fill PDF and as Word and Excel files filled with sample values.

PROGRAM FEE INVOICE

Organization

Organization name:: Example Youth Science Center
Address:: 12 Example Way, Sampletown
Phone / email:: [Phone or email]
EIN:: [EIN]
Tax-exempt status:: [Status, if any]

Invoice details

Invoice no.:: NP-0319
Invoice date:: Nov 2, 2026
Payment terms:: Net 30
Due date:: Dec 2, 2026
Program term:: Sep 8-Dec 15, 2026

Bill to

Organization:: Example Elementary School
Attention:: [Principal or business office]
Address:: 400 Sample Road, Sampletown
Email:: [Email]
PO no.:: [PO no., if required]

Program fees

Item: After-school science programAmount: 2,880.00
Details:
Fall term, 24 students
Qty:
24
Unit:
student
Rate:
120.00
Item: Family science nightAmount: 450.00
Details:
Oct 22, 2026, school gym
Qty:
1
Unit:
event
Rate:
450.00

Program fees: line items
Item	Details	Qty	Unit	Rate	Amount
After-school science program	Fall term, 24 students	24	student	120.00	2,880.00
Family science night	Oct 22, 2026, school gym	1	event	450.00	450.00

Program fees subtotal3,330.00

Program materials

Item: Student science kitsAmount: 444.00
Details:
One per student
Qty:
24
Unit:
kit
Rate:
18.50

Program materials: line items
Item	Details	Qty	Unit	Rate	Amount
Student science kits	One per student	24	kit	18.50	444.00

Materials subtotal444.00

Subtotal: 3,774.00
Sales tax, if applicable (0%): 0.00
Amount due: 3,774.00

How to pay

Accepted methods:: Bank transfer, ACH or check
Account name:: [Account name]
Bank details:: [Bank name, account and routing numbers]
Payment reference:: Invoice NP-0319

Program notes

Program fees cover instruction and supplies for the sessions listed, as agreed with the school.
Attendance records for the term are available on request.

Thank you for partnering with us. Please quote the invoice number with your payment.

Nonprofit program fee invoice: sample preview. Download it below.

Key Features

Everything you need in a professional invoice template.

Organization details with EIN and tax-exempt status as placeholder fields

Invoice number, invoice date, payment terms, due date and program term

Bill to: organization, attention line, address, email and PO no.

Program fees table: item, details, qty, unit, rate and amount, with a subtotal

Separate program materials table with its own subtotal

Subtotal, "Sales tax, if applicable" with a rate cell (0% in the sample) and amount due

How to pay: accepted methods, account and bank detail placeholders, payment reference

Program notes and a thank-you footnote; no donation or deductibility wording

Blank PDF to print and fill in; Word and Excel versions with sample values to overwrite

Download the invoice template

The PDF is a blank invoice to print and fill in by hand. The Word and Excel files contain the sample details shown in the preview, ready for you to replace with your own. In the Excel file, each line amount is a formula: "Qty" × "Rate". The section subtotals, subtotal, tax and amount due are formulas too. The tax rate sits in its own cell, so you can change it.

PROGRAM FEE INVOICE

Organization

Organization name:: Example Youth Science Center
Address:: 12 Example Way, Sampletown
Phone / email:: [Phone or email]
EIN:: [EIN]
Tax-exempt status:: [Status, if any]

Invoice details

Invoice no.:: NP-0319
Invoice date:: Nov 2, 2026
Payment terms:: Net 30
Due date:: Dec 2, 2026
Program term:: Sep 8-Dec 15, 2026

Bill to

Organization:: Example Elementary School
Attention:: [Principal or business office]
Address:: 400 Sample Road, Sampletown
Email:: [Email]
PO no.:: [PO no., if required]

Program fees

Item: After-school science programAmount: 2,880.00
Details:
Fall term, 24 students
Qty:
24
Unit:
student
Rate:
120.00
Item: Family science nightAmount: 450.00
Details:
Oct 22, 2026, school gym
Qty:
1
Unit:
event
Rate:
450.00

Program fees: line items
Item	Details	Qty	Unit	Rate	Amount
After-school science program	Fall term, 24 students	24	student	120.00	2,880.00
Family science night	Oct 22, 2026, school gym	1	event	450.00	450.00

Program fees subtotal3,330.00

Program materials

Item: Student science kitsAmount: 444.00
Details:
One per student
Qty:
24
Unit:
kit
Rate:
18.50

Program materials: line items
Item	Details	Qty	Unit	Rate	Amount
Student science kits	One per student	24	kit	18.50	444.00

Materials subtotal444.00

Subtotal: 3,774.00
Sales tax, if applicable (0%): 0.00
Amount due: 3,774.00

How to pay

Accepted methods:: Bank transfer, ACH or check
Account name:: [Account name]
Bank details:: [Bank name, account and routing numbers]
Payment reference:: Invoice NP-0319

Program notes

Program fees cover instruction and supplies for the sessions listed, as agreed with the school.
Attendance records for the term are available on request.

Thank you for partnering with us. Please quote the invoice number with your payment.

Nonprofit program fee invoice

An invoice from a nonprofit to an organization for program services: program fees per participant, an event fee, program materials, a tax rate cell and the amount due, with the nonprofit's tax ID and status as placeholder fields.

A request for payment — shows the amount due

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What this nonprofit invoice is for

This template is for a nonprofit that bills another organization for something it provides: a program, an event, training or another service the buyer has agreed to pay for. The sample is a youth science center billing an elementary school for a fall after-school program, a family science night and student kits.

It bills for services, so it treats the payment as a fee. It doesn't describe the payment as a donation and says nothing about deductibility. If someone gives your organization a gift, don't invoice it: acknowledge it with a donation receipt instead.

The program fee invoice has:

Organization: organization name, address, phone or email, and placeholders for your EIN and Tax-exempt status.
Invoice details: invoice number, invoice date, payment terms, due date and the program term.
Bill to: the organization you're billing, an attention line for the person or office that handles payment, address, email and a PO no. field for the buyer's purchase order, if it uses one.
Program fees: a table with Item, Details, Qty, Unit, Rate and Amount, and a "Program fees subtotal".
Program materials: the same columns for kits and supplies, with a "Materials subtotal".
Totals: Subtotal, "Sales tax, if applicable" and Amount due.
How to pay: accepted methods, placeholders for the account name and bank details, and the payment reference to quote.
Program notes describing what the fees cover, and a short thank-you footnote.

It comes as three files:

PDF: a blank form to print and fill in by hand.
Word (.docx) and Excel (.xlsx): the same layout filled with sample values for you to overwrite.

In the Excel file, each line's Amount is Qty × Rate rounded to the cent, and the two section subtotals, the Subtotal, the sales tax (Subtotal × the rate cell) and the Amount due are formulas. Each table has one empty row for an extra line. The file's tip says: to leave out "Sales tax, if applicable", set its rate to 0%, and don't delete those rows, because the totals refer to them. In the Word file you can delete lines you don't need.

The sample works like this: 24 students × $120.00 = $2,880.00 for the program and 1 event × $450.00 for the family science night, a program fees subtotal of $3,330.00. Then 24 kits × $18.50 = $444.00 of materials. The subtotal is $3,774.00, sales tax is 0.00 at 0%, and the amount due is $3,774.00. These figures only show how the form works. They are not typical fees.

Writing the fee lines

One line per program, event or service, in the buyer's words where you can, so the school or company can match the invoice to what it approved.
Use Details for what makes the line specific: the term and number of participants, or the date and place of an event.
Qty × Rate = Amount. Pick a unit that matches how you priced it: per student, per event, per session or per hour.
Keep materials in their own section. The buyer can see what was instruction and what was supplies, and you can leave the section empty if there were none.
Quote the buyer's references. If the buyer issued a purchase order, enter it in "PO no.". If it pays from a grant or a specific budget, ask which reference it wants on the invoice and add it to the program notes.

The Program term field (Sep 8-Dec 15, 2026 in the sample) shows the period the fees cover. If you bill in installments, invoice each part with its own term so the periods don't overlap.

EIN, tax-exempt status and sales tax

EIN and Tax-exempt status are placeholders. Fill them in as they appear in your organization's records, or leave the status blank if it doesn't apply. They identify your organization; they don't change any amount on the invoice.
Sales tax, if applicable is set to 0% in the sample. Whether sales tax applies to your fees, and at what rate, depends on the rules where you work, what you're providing and who you're billing. Check those rules, then type the rate into the rate cell next to the line in the Excel file, or into the line itself in Word.

Unrelated business income (US). Tax-exempt status doesn't settle every tax question about fee income. In the US, the IRS says an exempt organization "still may be liable for tax on its unrelated business income". Its general definition is an activity that is a trade or business, is regularly carried on, and is not substantially related to furthering the organization's exempt purpose. Whether a particular fee falls under that depends on the activity, so ask your accountant or tax adviser if you're unsure.

Payment terms and getting paid

The sample uses Net 30: the invoice is dated Nov 2, 2026, so the due date is Dec 2, 2026. Print an actual due date, not just the terms, so the buyer's accounts payable team can schedule the payment.

List the methods you accept and your account details under "How to pay", and ask the buyer to quote the invoice number, as the sample's Payment reference does.
Schools and agencies may need more than the invoice, such as a vendor form or a copy of the purchase order. Ask what their accounts payable office needs before you send it.
When the payment arrives, record it against the invoice number. If the buyer asks for proof of payment, send a payment receipt.

Fees, gifts and receipts

A fee and a gift need different paperwork. This invoice asks for payment for a program or service. A gift is acknowledged after it arrives, with a donation receipt. A payment receipt confirms that an invoice has been paid. The table on this page sets them side by side.

The template is available as a PDF, Excel, Word, Google Docs and Google Sheets format page as well. Or browse all invoice templates.

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What's included in this invoice template

	This invoice	Donation receipt	Payment receipt
Purpose	Asks an organization to pay for a program, event or service	Acknowledges a gift the organization received	Confirms an invoice has been paid
Sent to	The organization you're billing	The donor	Whoever paid
When	After you agree the work, before payment	After the gift arrives	After payment
What it shows	Fees, materials, any sales tax, amount due, due date	The gift and what, if anything, the donor got in return	Amount paid, date, method

When this isn't for you

If the money is a gift rather than payment for a service, use a donation receipt, not an invoice. If a funder requires its own reimbursement or drawdown form, use that form. And if your accounting software already issues your invoices, use it so your records and the invoice match.