Cadet
Regular price$29$14.50 / month
Founding price for your first 12 months
1 seat included
- Public proposal approval & signing
- Deposit on acceptance
- Proposal-to-invoice conversion
- Billable time tracking
- Public intake forms
Getting paid
How to invoice for consulting services and get paid without chasing.
Consulting invoices fail in predictable ways: vague line items, a missing PO number, no due date, sent a week late. This guide covers the format accounts payable actually processes, the terms to set, and the follow-up rhythm that turns invoices into payments.
Reviewed
In short
A consulting invoice should identify you and the client (including their AP contact and PO number if they use one), carry a unique invoice number and issue date, state a specific due date, list the work in plain-language line items with dates, hours, and rates, show subtotal, taxes, and a bold total, and end with direct payment instructions. Send it the day the work or milestone completes, and follow a fixed reminder cadence: day 1 after the due date, day 3, day 10.
The exact format accounts payable processes
AP teams pay invoices that need zero interpretation. Every consulting invoice should carry these blocks:
- Your business name, address, email, phone, and logo
- The client company name, billing address, and the specific AP contact or department
- Their PO number or project code if they use one — missing POs are the top cause of silent delays
- A unique invoice number and the issue date
- A specific due date ("Payment due September 12, 2026"), not just "net 30"
- Line items in plain language: what you did, the period, hours or quantity, your rate, and the line total
- Subtotal, taxes with the rate shown, any discounts or deposits applied, and a bold total amount due
- Payment instructions: how to pay, where, and your late fee or early discount policy
Invoice for the way you bill
Consulting has four billing shapes — structure the invoice for the one in the agreement:
- Hourly — dates worked, hours per entry, rate, and a running total; attach a timesheet summary if the client expects one
- Fixed-fee or milestone — the phase or milestone name, the agreed amount, and what "done" meant for it
- Retainer — the period covered, the agreed scope, and any overage as separate line items
- Expenses — pass-throughs itemized separately with receipts attached, never blended into your rate
Terms that protect you
Set these in the agreement, then repeat them on every invoice:
- Payment window — net 14 for small clients, net 30 for enterprise; shorter is always better for cash flow
- Deposits — 30–50% up front on fixed-fee work, credited on the final invoice
- Late fees — a stated rate or flat fee, applied consistently so it is credible
- Cadence — monthly for ongoing work, on milestone completion for projects, never "whenever I remember"
The follow-up cadence that works
Most late invoices are process delays, not refusals. A calm, fixed rhythm resolves almost all of them:
- Due date +1 day — a short, friendly reminder with the invoice attached and a direct pay link
- Due date +3 days — second reminder, ask if they need anything to process it (PO, W-9, vendor form)
- Due date +10 days — firm note referencing the agreement terms and the late fee, with a specific new date
- Beyond that — pause work on the account per the agreement and escalate per your contract; keep every message on record
Make the next invoice boring
The goal is an invoice that goes out the same way every time, on time, without being rebuilt. Recurring invoices in Workspace369 bill on schedule on every plan (payment plans start at Specialist), automated email reminders run the follow-up cadence for you, and the client portal keeps the invoice, the files, and the payment link in one place — so accounts payable pays instead of asking questions.
FAQ
Common questions
What should a consulting invoice include?
Your details, the client and their AP contact, their PO number if used, a unique invoice number, issue and due dates, plain-language line items with hours and rates, subtotal, taxes, a bold total, and direct payment instructions. Anything missing becomes a reason to delay.
When should I send a consulting invoice?
The day the work or milestone completes, or on a fixed monthly cadence for ongoing engagements. Sending a week late signals payment is not urgent — and the client treats it that way.
How do consultants handle late payments?
With a fixed cadence: friendly reminder one day after the due date, a second at three days asking what they need to process payment, and a firm note at ten days referencing the agreement and late fee. Automations in Workspace369 run this sequence on schedule.
Should consultants charge deposits?
For fixed-fee project work, yes — 30–50% up front, credited on the final invoice. For hourly or retainer work, a recurring schedule with clear terms usually covers the risk instead.
Plans for freelancers
Pick the plan your work needs today.
Client records, proposals, invoices, online payments, time tracking and intake forms are on every plan. Upgrade when your work needs calls, texts or more.Voyager
Regular price$74$37 / month
Founding price for your first 12 months
2 seats included
Everything in Cadet, plus
- SMS messaging
- Voice & voicemail
- Shared inbox
- Missed-call text back
- No-answer forwarding
Specialist
Regular price$149$74.50 / month
Founding price for your first 12 months
10 seats included
Everything in Voyager, plus
- Online booking
- Expense tracking
- Payment plans
- Inventory tracking
Founding member offer: 50% off your first 12 months, for the first 100 customers who join by Oct 31. 14-day trial with a card, USD monthly billing. Compare all plans.
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