Create or download a consultant’s invoice template for free.

May 17 2019 | PayPal editorial staff

Whether you want to bill hourly or by flat amounts, provide the option to be tipped, or enable partial payments, you can download this professional, free consulting invoice template to meet your needs.
Start by downloading a sample consultant invoice template in Wordor by generating one using our free Invoice template tool. Then customize your consulting invoice template following the instructions below. Please note the downloadable Microsoft Word invoice template doesn’t include PayPal Invoicing built-in features and may not be formatted correctly if you export it to an Excel file.

This invoice template is good for: IT, management, operations, human resources, marketing, and business consultants. Please note some industries may require mentioning specific terms and conditions on your invoice so be sure to check the special requirements for your consulting business. 


How to create and customize your invoice template.

To customize your invoice template, upload your consulting company logo and enter your details. At a minimum, your consulting invoice template should include basic information about your business as well as the details of the service you’re providing to your client.

1. Your contact information. Include your company’s name, phone number, email address, and company website on your template.

2. Your client's information. Make sure to include at least an email address and a phone number. A physical mailing address is a nice to have.

3. Invoice number. There are multiple ways to assign consulting invoice numbers. If you're using Microsoft Excel to track your invoices, the simplest may be chronological – use the next number in the numerical series. But, that may not be intuitive and can quickly become a mouthful. (You don’t want your clients, or your team, to refer to invoice #492485720934.) You can work around this by breaking your simple invoice number into multiple parts, like using a unique customer number with a variable project number. So, when Jane Doe (customer number 25) hires you for another writing project – the fifth one this year – you could list that as #25-0005.

4. Invoice date. This should be the day you send out the sales invoice, not the day you created it. Make sure your invoice date, payment terms, and due date line up: if your payment terms are 30 days, then the due date should be exactly 30 days from your invoice date. And, use this date format to solve for international differences: Month (spelled out), date, year. (Example: December 28, 2017)

Tip: With PayPal Invoicing , we’ll automatically help you calculate the due date. And if you’re sending internationally,  we’ll automatically display the invoice date in the proper format for your client.

Itemizing your blank invoice template.

5. Service details. Be as clear as possible when describing the consulting service you’re providing. Be sure to include the following on your template:
  • Service Date: Including a service date on your template is optional, but if you decide to note it, this would be the date you performed the service.
  • Description: Be specific. For example, if you’re a marketing consultant, you may want to say something like “Initial consultation meeting with the digital marketing team on social media strategy.” Being clear and descriptive lets your clients know what the invoice is for, and that can save you time in follow-up questions. And, if you offered a free initial consultation, as many consultants do, include that as a line item for full transparency.
  • Billing rate: Depending on the consulting service you provide, you may want to bill by an hourly rate, per item, or even a flat fee – look for a tool that gives you flexibility to bill whichever way your business needs. Make sure the invoicing software you choose allows you to itemize things like taxes or fees for subcontracted freelancers.
  • Notes: Many consultants who have been in business for a long time rely on client loyalty, and adding personal touches can go a long way. Whether you add a note that says “Thank you for your business” or “Hope to see you again,” this section can help you make a lasting impression.
  • Terms and Conditions: Include invoice payment terms in your terms and conditions (or notes) section, and remember to mention your terms for late or early payments. Also, if you’re sending an invoice to an international client or vendor, clarify which currency you’re billing in and add any local or industry-related requirements for your invoice.
​6. Preview the invoice. Before you send, preview the invoice to see what your clients will receive. 

7. Send. If you’re emailing your invoice, make sure to include a clear, descriptive, and accurate subject line. If you’re using PayPal Invoicing, you can simply click ‘Send’ to have PayPal send your invoice or you can select “Share link myself” to share the invoice link in your own email, text, or chat message.
8. Get paid. With PayPal Invoicing, your clients will automatically have the option to pay you online using their credit or debit card, PayPal account, or PayPal Credit1.

PayPal Invoicing can get businesses paid fast. In a recent study, 79% of businesses using PayPal Invoicing reported that they received payment within a week.2 That’s much faster than traditional offline invoicing. Watch our 2-minute “How to send invoices online” video and see how easy it is for you to customize and send invoices, and how easy it is for clients to pay.

Access more invoicing features for free with PayPal Invoicing. For example, you can:
  • Save invoice templates, items, and contact details for quick entry
  • Send invoices to up to 1,000 customers at once
  • Track status, view history, and send reminders for unpaid invoices
  • Option to accept partial payments or enable tipping
  • Accept payments from 200+ markets around the globe
  • Send invoices on the go with the PayPal Business app
Start using PayPal Invoicing today by signing up for a PayPal Business account.

The contents of this site are provided for informational purposes only. You should always obtain independent, professional accounting, financial, and legal advice before making any business decision.
1 PayPal Credit is subject to consumer approval.
2 Source: comScore, based on a survey of 1,226 US and Canadian small- and medium–sized business owne­­rs asked how long on average it takes to receive a payment on an invoice from the time the invoice is sent out, using their primary invoicing tool, December 2017. 320 of surveyed businesses are currently using PayPal. 

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Frequently asked questions.

The Business app makes creating, editing, and updating invoices easy. To create a new invoice tap Create New Invoice either on the Home screen, or on the Invoicing screen. You can also tap + on the Invoicing screen.
When you create an invoice you can enter all the necessary transaction information such as to whom the invoice is going, the date, when it’s due, what it’s for and the pricing information. You can also customize any terms and conditions you may have, add a note to the customer, leave a memo for yourself, or add pictures. Finally, you can also save the invoice as a draft, edit or delete it, and of course send it to your customer.
Need to send the same invoice to multiple customers? Tap the invoice you created and then tap More. Tap Copy to duplicate the invoice and then edit the customer information on it as well as any other information. You can save the copy as a new invoice (it will automatically be titled the same but with a number on it) or send it.
As part of the invoice creation process, you can add to the app different items you sell or services you provide as well as multiple tax rates. Just tap Invoicing and then tap the cog.

See also:
Create Invoice Template
Construction Invoice Template

Sales Invoice Template
Contractor Invoice Template
Freelancer Invoice Template
Catering Invoice Template
Creating and sending the invoice is free, but when an invoice is paid online there is a fee per transaction. PayPal fees vary by country.
Here's how to view the status of the PayPal invoices you send.
  1. Log into your PayPal account.
  2. Click Pay & Get Paid at the top of the page.
  3. Under “Invoicing”, click Create & Manage Invoices.
Here you can see the status of all your invoices. It may take several minutes for your invoices to appear.
You can view your invoices by going to the Invoicing section in your PayPal account. On this page, you have many options on how to find the specific invoice(s) you are looking for, how to sort them, and more.

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