A worked consultant invoice
INVOICE
INV-2026-0042
Your business name
Your address, City, State ZIP
(555) 000-0000
Bill to
Northgate Analytics Inc.
1200 Market St, Suite 400, Philadelphia, PA 19107
Work performed
Discovery and strategy engagement — SOW-2026-14, PO 88421
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Consultancy day rate — discovery and strategy (per day) | 4 | $550.00 | $2,200.00 |
| Advisory follow-up session and written recommendations | 1 | $275.00 | $275.00 |
| Recharged expenses: travel and accommodation (at cost) | 1 | $186.40 | $186.40 |
| Subtotal | $2,661.40 | ||
| Sales tax (your own rate, where it applies) | — | ||
| Total due | $2,661.40 | ||
Payment due within 15 days. Licensed and insured — your EIN or SSN on the W-9 your client has on file, and your professional liability coverage.
The tax line is left blank on purpose: rates and rules vary by state and locality, and you enter your own rate in the generator.
Why it's laid out like that
The lines follow how the job was actually priced: a day rate or fixed project fee, with reimbursable expenses billed at cost against the engagement letter. Each part is separately checkable, which is the whole point — a customer who can verify the bill pays it.
Monthly in arrears for ongoing engagements, or on milestone completion for fixed-fee projects. Invoice before the client's month-end AP cut-off, not after.
Common questions
- Will my client need a W-9 and send a 1099?
- US business clients generally require a W-9 up front and issue a 1099-NEC for the year if you are paid $600 or more. Send the W-9 with your first invoice.
- Should I charge a late fee?
- You can where your contract states it and state law permits the rate. State it in the engagement letter, not for the first time on the invoice.
- Day rate or hourly?
- Day rate for on-site and workshop work, hourly for advisory. State which and the number of units on the invoice.
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