Consulting invoice template for fixed-fee phases, day rates and expenses
Consultants invoice by phase or by day. A fixed fee per phase is invoiced when the phase is delivered, extra days are billed at the day rate, and expenses such as flights and accommodation are passed through at cost with the receipts attached. Retainers are invoiced monthly in advance.
Corporate clients pay on 30-day terms and their accounts team needs the engagement reference and purchase order number on the invoice, or it sits in a queue. Since most consulting invoices are over $1,000, the client's ABN belongs on the tax invoice as well.
Opens the free generator with these line items, terms and notes filled in. Add your details and download the PDF. No account, nothing uploaded.
What the invoice looks like
Sample business, sample client and the preset lines. The generator uses the same renderer, so your PDF matches this.
| Description | Qty | Unit | Unit price | GST | Amount |
|---|---|---|---|---|---|
Strategy engagement, phase 1: discovery and stakeholder interviews (fixed fee) | 1 | phase | $6,500.00 | 10% | $6,500.00 |
Consulting, additional days as agreed | 2 | day | $1,600.00 | 10% | $3,200.00 |
Workshop facilitation, half day | 1 | each | $1,200.00 | 10% | $1,200.00 |
Travel expenses at cost: flights and accommodation (receipts attached) | 1 | each | $742.50 | 10% | $742.50 |
Four styles and your own accent colour are available in the generator.
The preset line items
Starting points, priced ex GST. Change the descriptions, quantities and rates to match the job; add or delete lines as you go.
| Description | Qty | Unit | Unit price | GST |
|---|---|---|---|---|
| Strategy engagement, phase 1: discovery and stakeholder interviews (fixed fee) | 1 | phase | $6,500.00 | 10% |
| Consulting, additional days as agreed | 2 | day | $1,600.00 | 10% |
| Workshop facilitation, half day | 1 | each | $1,200.00 | 10% |
| Travel expenses at cost: flights and accommodation (receipts attached) | 1 | each | $742.50 | 10% |
Suggested payment terms
Payment due 30 days from the invoice date. Please quote the engagement reference and PO number on your remittance.
Suggested notes
Engagement: [reference]. Deliverables for this phase: discovery report and stakeholder summary, delivered [date]. Expenses are billed at cost with GST as charged; receipts attached.
What must be on a tax invoice
The ATO's list. The template lays each one out for you; it is general information, not tax advice.
- The words "Tax invoice" (an invoice without GST can just say "Invoice")
- Your identity: your business or trading name
- Your ABN
- The date the invoice was issued
- A description of what was sold, with the quantity and the price of each item
- The GST amount, shown separately or as "Total includes GST of $X"
- Which items carry GST if some do and some do not
- For sales of $1,000 or more, the buyer's identity or ABN as well
Worth adding for your trade
- The engagement reference and the phase or period the invoice covers
- The deliverables handed over, so approval is quick
- Expenses itemised at cost with receipts attached
General information only, not tax advice. Check your own situation with a registered tax agent or the ATO.
Questions about invoicing
How do I invoice expenses?
List them at cost as their own line, attach the receipts, and add GST if you are registered. Even domestic flights that already included GST are re-supplied by you to the client, so your line carries GST and you claim the GST you paid on your BAS.
Can I invoice a retainer in advance?
Yes. Monthly retainers are normally invoiced on the first of the month for the month ahead. On a cash basis the GST is reported in the quarter the client pays. FlowFi can send the retainer invoice automatically each month.
What if the client is overseas?
Consulting supplied to a business outside Australia for use outside Australia is often GST-free, but the conditions are specific. Confirm with your accountant, then switch GST off on the relevant lines and keep the client's details on the invoice.
General information only, not tax advice. Check your own situation with a registered tax agent or the ATO.
Want it numbered, sent and chased automatically?
FlowFi keeps your clients and invoice numbers, emails each invoice with a pay-online link, marks it viewed when the client opens it, and sends polite reminders at 1, 7 and 14 days overdue. Quotes, recurring invoices and your BAS from the bank statement are included. Pro is $29 a month, the first 14 days are free, and there is no card to enter.
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