Bookkeeping Invoice Template
A bookkeeping invoice template is built around retainers and hourly work: monthly fees, reconciliation, catch-up cleanup, and extra projects on their own lines so clients understand what their money buys each month.
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Invoice
Billed to
Payment terms
| Bookkeeping service | Qty | Rate | Amount |
|---|
Notes
Payment
Bookkeeping scheduling and billing
This template is free and stays free — keep using it for as long as it does the job. It stops doing the job once bookkeeping scheduling, client tracking, and multi-client billing need a real management system.
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How to write a bookkeeping invoice
Add your work lines
Pick retainer, reconciliation, payroll, or cleanup 鈥?or type your own. Set quantity to months or hours.
Set your rate and terms
Enter the retainer or hourly rate, add pass-through expenses, tax that applies, and a payment window.
Print or save as PDF
Hit Print and choose Save as PDF. Email the invoice with the period covered and a summary of work performed.
Typical bookkeeping prices to sanity-check your invoice
Rates vary by region, bookkeeping size, and scope. These ranges reflect common US bookkeeping pricing and are here as a gut check, not a rate card.
| Service | Common pricing method | Typical range |
|---|---|---|
| Monthly retainer | Flat per month | $250 鈥?$600 |
| Bank reconciliation | Flat per month | $75 鈥?$150 |
| Payroll processing | Per payroll run | $100 鈥?$250 |
| Catch-up cleanup | Per hour or project | $60 鈥?$100 / hr |
| Financial statements | Flat per month | $50 鈥?$150 |
| Advisory | Per hour | $75 鈥?$150 |
Ranges are general market observations, not a recommendation for what to charge.
Bookkeeping invoice essentials: retainers, scope, and pass-throughs
Bookkeepers get paid reliably when scope is visible. This bookkeeping invoice template supports the practices that keep client relationships calm: bill the retainer as a flat line, itemize anything outside scope, and pass through software costs at cost so there are no surprises.
On pricing, a monthly retainer commonly runs $250鈥?00 depending on transaction volume, reconciliation $75鈥?50 per month, payroll $100鈥?50 per run, and catch-up cleanup $60鈥?00 per hour. Hourly advisory work sits outside the retainer and is billed at your published rate.
Set terms that fit subscription billing: Net 7 or Net 14 for new clients, and consider collecting a month upfront or auto-pay for retainers. Use the Terms dropdown, and always show the period covered on the invoice so the client can match it to the work performed.
Bookkeeping invoice questions
What should a bookkeeping invoice include?
Your firm name, client name, a unique invoice number and date, itemized services with hours or flat fees, any out-of-pocket expenses, tax where applicable, the total due, and payment terms.
How do I bill a monthly retainer?
Bill a flat monthly amount on a set cadence and list the included tasks on the invoice so the client sees the scope. Add hourly or project lines for anything outside the retainer.
Should I pass through software costs?
Yes. Software subscriptions like QuickBooks or payroll tools can be passed through at cost, listed as a separate line so the client sees the fee is a reimbursement, not your margin.
Do I charge sales tax on bookkeeping?
Professional services are generally not taxable in most states, but rules vary. Use the Tax rate field only for taxable items and confirm local rules.
How do I invoice a catch-up cleanup project?
Quote the cleanup as a project with an estimated hour range, bill against actual hours with a cap, and list the periods covered so the client knows what the project included.
Bookkeeping invoice formats & related guides
More industry templates are added as they ship.