Invoiceo

Free invoice template

Free invoice template for consultants

A consultant's invoice is read by two people: the manager who hired you and a finance team who never met you. The first wants to see that you did what you said. The second wants a reference number so the payment can be approved.

This template is built for both. It starts with hours against a proposal, a fixed-fee workshop and a written report, which is how most advisory work is actually sold.

The lines below are samples, so you can see how the invoice looks. Change the words and the prices to your own, add your business and your customer, and download the PDF. The sample prices and the tax rate are only placeholders: set the right rate for what you actually sell. Tax is added once you enter your tax number; without one, the invoice is made without tax.

From (your business)

Optional. PNG or JPG, under 150 KB.

Leave blank if you are not registered: no GST is added.

To (your customer)

The same state as yours adds CGST + SGST; a different state adds IGST.

Optional. Only used for the WhatsApp button below. Not printed, not sent to us.

Optional. Only used for the email button below.

Invoice
Due:
Items
Item 1

HSN / SAC codes are needed on GST invoices: 4 digits if your yearly turnover is up to ₹5 crore, 6 digits above that. Check the current rule with your accountant.

India options
How the PDF looks

Optional. Printed at the bottom, e.g. payment terms or thanks.

What goes on a consultant invoice

Six things, and each one is there for a reason. Leave them out and you are the one who pays for it later, in chasing and in explaining.

  1. 1

    A reference to the proposal or contract

    "As per proposal dated 3 September" does a lot of work. It tells the reader the price was agreed and where to find it.

  2. 2

    The client's purchase order number

    Large companies often will not pay without one. Ask for it when you start the work, and put it on every invoice.

  3. 3

    The period the work covers

    "Advisory sessions, 1 to 30 September" stops arguments about what the invoice is for, and makes it easy to match with your calendar.

  4. 4

    Hours and rate, shown as a quantity and a price

    Ten hours at ₹3,500 reads as a fact. A single lump sum for "consulting" invites questions.

  5. 5

    Expenses on their own lines

    Travel and similar costs go separately from your fee, with receipts kept ready. Then the client can see that your fee is your fee.

  6. 6

    Payment terms and bank details

    Large clients commonly pay in 30 days. Say so on the invoice. A due date is a promise from both of you.

How to use this template

  1. Fill in your details once. Your business name, address and tax number. Your browser remembers them for next time, only on your own device.
  2. Replace the sample lines with what you actually did or sold. Add as many as you need, and move them up or down.
  3. Check the preview, then download the PDF to send, or the Excel file if you want to keep editing it in a spreadsheet (its totals are live formulas). After you download, the next invoice starts blank with your details kept and the number counted up.

A few habits that get you paid sooner

  • Bill in arrears, every month

    A regular rhythm, such as the first working day of the month, makes you easy to pay. Clients put it in their calendar.

  • Describe results, not just time

    "Reviewed pricing model and presented three options" tells the reader what they bought. Hours alone tell them what they spent.

  • Send the invoice to the person who pays, and copy the person who hired you

    These are often different people. The invoice reaches finance, and your sponsor can chase it if it stalls.

Mistakes to avoid

  • Not asking for the purchase order number, so the invoice is rejected and the clock restarts.
  • Calling everything "consulting services", so the invoice cannot be matched to anything.
  • Adding expenses without keeping the receipts, which is the first thing a careful client will ask for.

A word on tax for consultants

In India, consulting is a service and is normally charged GST at the rate that applies to the service, once you are registered. Some services, such as legal services from an individual advocate to a business, work differently, with the client paying the tax under reverse charge, so check yours. Consultants working for clients in other countries should read the rules on exports of services in their own country. In the UK and the UAE, a consultant registered for VAT charges it on the fee and on most expenses billed on. If you are below the registration limit, you do not charge tax.

Questions people ask

How do I show a day rate?

Set the unit to days or enter the number of days as the quantity and the day rate as the price. The total then equals days times rate, and the client can check it in a second.

Do I charge tax on expenses I pass on?

Usually yes, if you are registered and the expense is part of your supply. Rules vary by country and by type of cost, so ask your accountant. Showing expenses on separate lines makes it easier to apply the right treatment to each.

Can I put a payment link or UPI ID on the invoice?

Write it in the notes box. It prints at the bottom of the invoice, in the area for payment terms.

Checked against the official sources

Last reviewed on 11 October 2026. Tax rules and limits change, and we cannot see your whole situation, so treat this page as a guide, not advice. If something here looks out of date, the official pages below are the ones to trust, and we would be grateful if you told us.

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