FFairInvoice

Consultant invoice wording and payment terms

The exact sentences to put on a consultant's invoice — description lines that stop questions, payment terms that hold up, and warranty wording customers trust. Copy any block with one tap.

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Copy-and-paste blocks

  • Payment terms

    Payment is due within 15 days of the invoice date. We accept ACH transfer, card and check. Please include the invoice number with your payment.

  • Description line

    Discovery and strategy engagement — SOW-2026-14, PO 88421. A day rate or fixed project fee, with reimbursable expenses billed at cost against the engagement letter — itemized below.

  • Late payment

    Balances unpaid after the due date may be subject to a late fee as permitted by state law and as set out in our agreement. We will always contact you before applying one.

  • Deposit and scheduling

    A deposit is required to schedule the work and to cover materials. The balance is due on completion. Deposits are applied to the final invoice and shown as a credit line.

  • Warranty

    Our workmanship is warranted for 12 months from the date of completion. Manufacturer warranties on supplied materials apply in addition and are passed through to you in full.

  • License and insurance

    Licensed and insured. Your EIN or SSN on the W-9 your client has on file, and your professional liability coverage available on request and shown on this invoice where applicable.

Getting the terms to stick

At a corporate client, late payment is almost always a process problem, not a refusal. Ask AP for the invoice status and the scheduled payment run, quoting the PO number.

Terms only bind if the customer agreed to them before the work, so put them in the estimate or contract as well as on the invoice. Late fees and finance charges are regulated at state level, so check what your state allows before you set a rate.

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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