Templates for consultants

Consulting invoice template + 3 payment reminder emails

A consulting invoice names the engagement letter or PO, the period covered, the days or hours at your rate and any agreed expenses with receipts, so the client’s finance team can match and approve it. If it’s late, a polite reminder copied to whoever approves invoices usually fixes it fastest.

Consulting invoice template · free, Word or PDF

For consultants on day rates, retainers or fixed-fee projects: the period, the days or hours and any agreed expenses, matched to the engagement letter.

INVOICE

Description	Qty	Rate	Amount
Strategy consulting, [month], as per engagement letter [ref]	6 days	750.00	4,500.00
Monthly retainer, [month]	1 month	1,500.00	1,500.00
Agreed travel expenses (receipts attached)	1	180.00	180.00

Payment due within [14/30] days of the invoice date by bank transfer or card. Late payments may incur interest and fees as allowed by law and these terms.

Every consultant invoice needs

Engagement or PO reference
Period covered
Days or hours at your rate
Agreed expenses with receipts

Prefer to fill it in online? Use the free invoice generator.

If it’s paid late

3 payment reminder emails for consultants

1. 3 days late

Subject: Invoice #1042 for [month] consulting

Hi [Name],

A quick reminder that invoice #1042 ([amount]) for [month] was due on [date]. If it’s waiting on an approval or a PO number, just tell me who to send it to and I’ll take care of it.

Thanks,
[Your name]

2. 10–14 days late

Subject: Following up: invoice #1042

Hi [Name],

Following up on invoice #1042 for [amount], now [X] days overdue. Could you let me know when it’s scheduled for payment, or put me in touch with the person who approves it?

Best,
[Your name]

3. 21+ days late

Subject: Final reminder: invoice #1042

Hi [Name],

This is my final reminder about invoice #1042 ([amount]), now [X] days overdue. Please pay by [date], or reply today if anything is holding it up.

As set out in our engagement letter, I’ll pause further work and add late-payment interest if it isn’t settled by then.

Regards,
[Your name]

Want one written for your exact situation? Try the free reminder email writer, or add the late-payment interest the law allows.

Free tool · no sign-up

Write a reminder for your consultant invoice

Pick how late it is and how you want to sound. Copy it into any email, or let Babara send it for you.

Your email appears here

Pick how late the invoice is and the tone you want. Babara writes a short, human reminder you can paste into any email.

Why consultants get paid late

What usually holds the invoice up

Stuck in approval

Your sponsor is happy, but the invoice waits for someone in finance. Ask on day one who approves invoices and what they need on them.

Retainers paid late

Bill a retainer on the same date every month, in advance, so the month’s work starts on payment.

Expenses queried

Expenses without receipts or prior agreement get held. Attach receipts and refer to the clause that allows them.

Supplier set-up

Large companies won’t pay a supplier they haven’t set up. Send your details and bank letter before the first invoice.

Next time

Four habits that get consultants paid on time

Put payment terms in the engagement letter.
Ask who approves invoices before you start.
Bill retainers in advance, on the same date each month.
Agree expenses in writing and attach receipts.

Before you start

Good questions

What should a consulting invoice include?

Your details and the client’s, an invoice number and date, the engagement letter or PO reference, the period covered, the days or hours at your agreed rate, any agreed expenses with receipts, tax if you’re registered, the total, the due date and how to pay.

Should consultants bill retainers in advance?

Usually yes. Billing at the start of each month means the work is paid for as it happens, and a late payment shows up before you’ve done a month of unpaid work.

Illustration of a coral front door with a brass knocker and a potted plant

Consider the awkward part handled

Let Babara send these for you

Add the invoice once. Babara sends the right reminder at the right time, and stops the moment they pay or reply.

Start free

Your clients won’t know what hit them. (A very polite email.) Free for your first 3 invoices.