If invoices were a movie genre, yours might be a thriller—full of suspense, unexpected plot twists, and that nail-biting anxiety over whether the payment will actually arrive. One moment, you’re confident the client will pay on time, and the next, you’re staring at an empty inbox wondering if your invoice got lost in the shuffle. Sound familiar? You’re not alone. Many consultants and freelancers know this storyline all too well: long payment delays, unclear terms, and clients claiming “We never received it!” But what if we flipped the script?

This guide breaks down the process step-by-step. By the end of this article, you'll know exactly how to create an invoice for consulting work, the tools to simplify the process, and how to avoid common invoicing mistakes.

How to invoice as a consultant

Creating a consulting invoice requires attention to detail, organization, and clarity. A well-designed invoice not only helps you get paid promptly but also reinforces your professionalism. Here’s how to invoice like a pro.

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Track hours and services for each client

Whether you charge hourly or per project, tracking your work accurately is key. Use tools like time-tracking software to keep records of your hours, tasks, and milestones. Popular platforms like Toggl or Harvest work seamlessly for freelancers and consultants.

For multiple clients, consider categorizing your hours by task (e.g., research, meetings, or development). Clear documentation ensures transparency and makes it easier to break down your invoice if requested.

Comply with relevant tax laws

Before sending your invoice, ensure it complies with the tax regulations in your region. Depending on your location and status, you may be required to include your tax identification number, VAT details, or specific legal disclosures. Staying compliant will save you from potential headaches down the line.

Key elements of a professional consulting invoice

A consulting invoice should be clear, professional, and easy to understand. Include these critical elements for the best results:

1. Create a professional header

Start with a clean, visually appealing header that includes:

Your business name and logo: this establishes your brand identity and makes your invoice look professional. A well-branded header ensures your invoice stands out and is immediately recognizable.
Your contact information: include your physical address, phone number, and email address so clients can easily get in touch with you for any queries. If you have a website, add that too for added credibility.
Invoice label: clearly label the document as “Invoice” to avoid any confusion with other paperwork.

Why it matters: A professional header not only creates a polished look but also helps your invoice stand out in your client’s inbox or filing system.

2. Include client details

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Add your client’s contact information under the header. If your client has a billing department, include that information to ensure it reaches the right person.

Make it easy for your invoice to reach the right person or department by including:

Client’s full name and business name (if applicable).
Client’s contact information: Include their address, email, and phone number.
Billing department details: If your client has a dedicated billing or finance department, ensure you list that contact information to avoid delays.

Pro Tip: If you’re working with larger companies, double-check the billing instructions they’ve provided—some organizations have specific invoice formats or reference numbers they require.

Why it matters: Including accurate client details ensures smooth delivery and avoids unnecessary back-and-forth communication.

3. Specify the invoice date and unique number

Every invoice should include two key elements for organized records and easy tracking:

Invoice date: the date the invoice is issued. This helps determine the payment due date based on your agreed terms.
Unique invoice number: use sequential numbering (e.g., 001, 002, 003) or combine numbers and dates (e.g., 2023-001) for clarity and organization.

Bonus Tip: If you manage multiple clients, consider adding client-specific prefixes to your invoice numbers. For example: “ACME-001” for ACME Corp. and “GLOB-002” for Global Ltd. This helps streamline your internal tracking process.

Organized numbering ensures accurate records and helps you resolve disputes or payment delays quickly. With tools like Enty, you can streamline the invoicing process and numbering system, customize templates, and ensure that every essential detail is included effortlessly.

4. Provide a detailed breakdown of services

An itemized list of services is critical for clarity, transparency, and trust-building. Include the following elements:

Description of services: clearly state what services you provided. Be specific—for example, instead of “Consulting,” write “Content strategy development for Q4 marketing campaigns.” Similarly, instead of “Design work,” write “Custom website homepage redesign with two revisions.”
Hours worked (if applicable): specify how much time was spent on each service or task.
Hourly rate or project fee: clearly state your rate or fixed project cost.
Subtotal: add up each line item for clarity.

Use a table format - tables provide structure and make it easier for clients to read, ensuring they fully understand what they’re being charged for.

Transparency in service descriptions builds trust and reduces the likelihood of disputes or late payments.

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5. Payment terms and details

Setting clear payment terms reduces misunderstandings and encourages timely payments. Make sure you include the following:

Accepted payment methods: let clients know how they can pay you—whether via bank transfer, credit card, online payment options, or other methods. With Enty, you can even offer multiple payment options for client convenience, including online payments to speed up the process.
Payment due date: clearly highlight when the payment is due. Use bold text, a larger font, or a different color to make it stand out. Example: “Payment due within 14 days of invoice date.”
Late payment policies: state any fees or penalties for overdue payments. For instance: “A 5% late fee will be applied to invoices not paid within 30 days.”

Pro Tip: Offering flexible payment options—like partial payments or payment plans—can help improve cash flow and client relationships.

Being upfront about payment terms reduces the risk of delays, ensures smooth cash flow, and sets professional expectations.

6. Clearly state the final total

The final total is the most important part of your invoice, so make it impossible to miss.

Total amount owed: use bold, larger, or colored text to emphasize the final amount due.
Currency: for international clients, specify the currency (e.g., USD, GBP, EUR) to avoid confusion and payment delays.

Summarize the breakdown of services before the final total for added clarity. For example:

Subtotal: $1,200
Tax (10%): $120
Total: $1,320

Why it matters: A clearly displayed total ensures there’s no confusion about what your client needs to pay and helps you get paid faster.

7. Additional considerations

Go the extra mile to enhance professionalism and client relationships:

Include a signature line: adding your name, title, and signature adds a personal touch and reinforces professionalism.
Add notes or a thank-you message: a short note such as “Thank you for your business! We look forward to working with you again” makes your invoice feel more personal and helps nurture long-term client relationships.
Attach relevant documentation: if applicable, include any supporting documents, such as contracts, time logs, or project summaries, to make your invoice as transparent and complete as possible.

Small touches like thank-you notes or signatures can make you stand out, increase goodwill, and encourage prompt payments.

If you’re ready to stop manually building invoices, Enty can make your life easier. With customizable templates, marking invoices as paid, matching them with transactions and incoming transactions tracking, Enty takes care of the details so you don’t have to. Plus, with integrated e-signatures and flexible payment options, your clients can approve and pay invoices in no time.

Using tools to simplify the process

Manually creating invoices can be time-consuming, especially for consultants juggling multiple clients, projects, and deadlines. Without the right tools, tracking payments, managing client details, and staying organized becomes overwhelming. To make invoicing efficient, accurate, and stress-free, consider the following strategies and tools:

Use templates: start with a professional invoice template to save time, reduce errors, and maintain a uniform look for your invoices. Templates ensure that all critical details—such as client information, payment terms, and breakdown of services—are included. For recurring invoices, use reusable templates to avoid rebuilding invoices from scratch every time.
Include electronic signatures: including electronic signatures on invoices or agreements significantly speeds up approval times and eliminates unnecessary back-and-forth. Clients can approve invoices digitally, ensuring there are no delays in getting paid.
Schedule recurring invoices: if you’re working with clients on a retainer basis, consider scheduling recurring invoices to reduce administrative tasks. Platforms let you automate recurring invoices—set it once, and the system takes care of sending them on your chosen dates. This is especially helpful for consultants with long-term projects or monthly retainers.

And of course, leveraging invoice management software is what can make a huge difference too. Enty streamlines the entire invoicing process, helping you create customizable invoices, set automated reminders, and track payments in real time. Enty also allows you to offer multiple payment options—including online payments—for your clients’ convenience. Beyond invoicing, Enty simplifies contract management, e-signatures, and financial tracking, providing an all-in-one solution for managing your business efficiently.

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Example of a professional invoice structure

Here’s a sample layout you can follow:

Header:

Business name and logo
Contact information
Invoice label and number

Client Section:

Client contact details
Billing department (if applicable)

Invoice Details:

Invoice creation date
Itemized list of services
Subtotal, taxes (if applicable), and total

Payment Terms and Notes:

Payment options and late fee policies
Payment due date

Signature Section (optional):

Client and consultant approval

Sample professional invoice

Here’s a sample professional invoice based on this structure:

[Business name and logo]
123 Business Lane
City, State, ZIP Code
Phone: (123) 456-7890 | Email: [email protected]

Invoice
Invoice Number: 2024-001
Date: June 17, 2024

Bill To:

Client Name or Company

123 Client Street

Client City, State, ZIP Code

Billing Department: [Include Contact Name if Applicable]

Itemized List of Services:

Service 1 - price

Service 2 - price

Service 3 - price

Subtotal: $XX

Taxes (10%): $XX

Total due: $XX

Payment due by: June 30, 2024

Payment methods accepted:

Late payment policy: A 2% late fee will be applied for payments made after the due date.

Thank you for doing business with us! We look forward to working with you again.

Signature Section (Optional)

Why juggle multiple tools when you can have everything in one place? Enty simplifies invoicing, contract management, e-signatures, and financial tracking. Whether you’re a solo consultant or managing a team, Enty is the all-in-one solution that helps you get paid faster, stay organized, and grow your business effortlessly.

Final thoughts

Getting your invoicing right is an important step toward running a successful business. By following the guidelines in this guide and utilizing the right tools, you can simplify your invoicing process and ensure timely payments. Enty offers powerful invoicing features that help you create professional, custom invoices with ease, while also allowing you to track payments and set up reminders. Want to take the guesswork out of invoicing? Let Enty be your partner in managing your finances and growing your business.

FAQ

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Below are some of the questions business owners often ask.

Do I need to include a signature on consulting invoices?

Including a signature is not mandatory, but it adds credibility and legal protection to your invoice. It also signifies that both parties agree to the terms outlined.

What’s the best tool for creating consulting invoices?

For simplicity, tools like Excel or Google Sheets can work. However, for enhanced features like payment tracking, or Enty are excellent options.

How do I handle overdue payments?

Clearly outline your late fee policy in the invoice. For overdue payments, send polite but firm reminders and consider adding a small late fee if stated in your terms.

Should I break down hours for consulting services?

If you bill hourly, it’s helpful to include a breakdown of hours for transparency. For flat-fee projects, summarize the services without itemizing each task.