KitebillConsultant invoice template (day rates, expenses, deliverables)
Consulting invoices get paid when they read like a receipt for agreed work: day rate or fixed fee, dates, deliverables, and any expenses the client already approved.
Consultant invoice checklist
- Engagement reference (SOW ID, PO number, or project code) in Notes — many corporates will not pay without it.
- Period covered: "Advisory days 3–14 Sep 2026" or "September retainer".
- Rate basis: day rate × days, hourly × hours, or fixed milestone fee.
- Expenses only if pre-approved: travel, tools, subcontractors — attach receipts separately by email.
- Tax: VAT/GST if you are registered; otherwise leave tax at 0 and do not invent a tax invoice title.
Day-rate vs fixed-fee examples
| Model | Invoice lines | Notes field |
|---|---|---|
| Day rate | Strategy workshop — 2 days × US$800 · Follow-up calls — 0.5 day | Dates attended; prep time included / billed separately |
| Fixed fee | Market entry memo (deliverable) · Stakeholder interviews (8) | Acceptance = email confirmation of final PDF |
| Retainer | October advisory retainer (up to 4 days) | Unused days: forfeit / roll per contract |
Expenses without muddying the fee
Put professional fees on their own lines. Add a second section or a separate invoice for reimbursable expenses so the client's AP team can code them differently. In Kitebill Pro you can also log expenses against income for your own net figure — that is for you, not a substitute for client expense reports.
International clients
State currency and who pays transfer fees. For Pakistan-based consultants, see the Pakistan guide (IBAN, Payoneer/Wise). For UAE VAT/TRN notes, see the UAE guide.
Retainers and unused days
Write the rollover rule in Notes every month ("Unused days forfeit" or "Up to 1 day rolls 30 days"). That single sentence prevents end-of-quarter arguments. If you discount a block of days, show the list price and the discount as separate lines so the client sees the value.
Subcontractors
If you hire a researcher or designer under you, either invoice the client a single consolidated fee (you pay the sub) or have the sub invoice the client directly. Mixing both on one PDF without a clear label confuses AP teams.
Make the invoice
Free generator → fill days/rates → Print PDF. For ongoing retainers, open the app, save the client once, and duplicate each month. Free tier then Pro at US$29 once.
Questions
Do I need a purchase order number?
If the client issued a PO, yes — put it in Notes. Missing POs are a common reason corporate invoices sit unpaid.
Should I invoice before or after the workshop?
Deposits before; balance after delivery is common. For single-day workshops, many consultants invoice on the day with Net 14.
Can Kitebill track unpaid consulting invoices?
Yes. Mark invoices Sent or Paid; a sent invoice past its due date shows as Overdue automatically. The dashboard shows outstanding totals across currencies using rates you enter.