How professional services firms normally break the money out
A professional services provider's invoice is usually a fixed fee or time-based charge for the engagement, with third-party costs recharged at cost as separate lines. Keeping those apart is what stops the customer asking what the total covered.
Step by step
- 1Reference the matter or engagement number on every invoice. It is how the client's finance team routes and codes it.
- 2Separate professional fees from pass-through costs like filing fees, courier and third-party searches. They are approved and coded differently.
- 3Where you bill time, show the period and the hours by role or rate band rather than one blended figure.
- 4Include your remittance details and accepted methods — ACH details get paid faster than a mailing address.
- 5Make sure your W-9 is on file before the first invoice; missing paperwork stalls more payments than pricing disputes do.
When to send it
Monthly in arrears for ongoing matters, or at defined milestones. Send before the client's AP cut-off date for that month.
Quote the matter number and the invoice number when following up, and ask for the scheduled payment run date rather than a promise. It moves things far faster.
Common questions
- What is a pass-through cost?
- A third-party cost you paid on the client's behalf and are recovering at cost, such as a filing or search fee. List it separately from your fees.
- Do we need a W-9 on file with each client?
- Business clients generally require one before they can set you up as a vendor. Provide it once, with the first invoice.
- Should the invoice show hours?
- If you bill time, yes — by rate band or role. It reduces queries and speeds approval.
Make it in the browser instead
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