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How to invoice as a consultant

5 May, 2023 · 5 min read·Consulting firm
How to invoice as a consultant
Learn how to invoice as a consultant with our comprehensive guide. Read on to discover the best practices for invoicing, billing clients, and calculating your rates.

As a consultant, your primary objective is to provide valuable advice and expert insights to your clients. However, that isn’t enough to sustain a successful consulting business. You also have to take care of the financial side of things. Otherwise, you may find it hard to keep your business afloat

That's why consulting invoicing is critical. Invoicing is the process of generating and sending bills to your clients for the services you rendered. It requires attention to detail and professionalism to ensure that your clients are satisfied with your service and also pay promptly. 

Picking the right invoicing solution is key. With an effective invoicing software, consultants can streamline invoicing. They can reduce the time to process invoices by as much as 80%

In this blog post, we will explore the importance of consulting invoicing. We’ll also provide tips on how to set up a successful invoicing system.

The importance of consulting invoicing

Invoicing is a crucial aspect of any business. And consulting is no exception. Clients expect top-notch service from consulting firms, and timely invoicing plays a vital role in guaranteeing customer satisfaction. 

Consulting invoicing is not just about requesting payments from clients. It is a revenue-generating process that aims to ensure that you receive timely payments, proper management of accounts, and clear communication with your clients. Invoicing in consulting also serves as proof of transaction and creates a legal record of business agreements between consultants and their clients.

Consulting firms must emphasize the importance of invoicing and clearly communicate their process to their clients. Clients will notice if there are delays or issues with the invoicing process. Furthermore, clients who receive consistent and timely invoices are more likely to develop better relationships with consultants. They’re also more likely to retain their services in the future. A streamlined invoicing process also helps consulting firms to focus on the core business areas and reduce administrative tasks, thus improving efficiency.

Setting up your consulting invoice system

Setting up a consulting invoicing system may seem intimidating, especially if you are unfamiliar with accounting practices. Nevertheless, it is an essential part of running a consulting firm. Having a well-organized system for invoicing clients will ensure you get paid on time while maintaining good relationships. Here’s how to set up your consulting invoice system.

Select your invoice software or tools

Many online platforms are available, and some may offer various features such as recurring invoices, expense tracking, and payment processing. Consider evaluating which features will benefit your consulting firm, and budget accordingly.

Customize your invoice template

Ensure you choose a professional and easily readable font, and your winning logo is prominently displayed. Make sure to include all necessary information. For instance, your company's name and address, the client's name and address, the date of the invoice, and a reference number for each invoice. Include a clear list of services you have provided for the client, along with the agreed-upon pricing.

Maintain accurate records

It is essential to keep accurate records. A well-organized invoicing system will allow you to track which invoices are paid. Similarly, it will tell you which ones are overdue. You should consider setting up an invoice due date, tracking late behaviors, and sending payment reminders for your clients who have missed their payment deadlines. By consistently following these systems, you can maintain a good cash flow and promote responsible financial behavior.

Identifying key components of a consulting invoice

Identifying key components of a consulting invoice is crucial as it helps clients understand the consultant's services and the associated costs. 

Your information

Include your name, business address, and contact number. This enables the client to reach out to you in case of any queries or concerns.

Services provided

The invoice should include a comprehensive list of services, the number of hours, and hourly rates. Make sure to include any material costs, such as travel expenses or any expenses incurred during the project.


The invoice should also include a line item description of all charges. It is important to provide a well-described breakdown of labor, material costs, and any other accompanying fees. This ensures the client understands what they are paying for, and your credibility increases, as clear communication helps the client know your level of professionalism.

Payment details

Lastly, include payment terms and conditions such as payment methods, late payment penalties, discounts, and payment schedules. This provides clients with clear expectations about payment, and it can deter payment issues down the line. It also ensures clients understand payment requirements, establishes transparency, and a long-lasting relationship between the consultancy and the clients.

Tips for creating a professional consulting invoice

While creating an invoice, it is important to make it professional and polished.

The invoice should include all the basic information. Don’t forget to include a unique invoice number and the date on which the invoice was created. The invoice should also clearly state the specific deliverables and services provided. 

Next, explicitly mention when the payment is due and whether there are any penalties for late payment. Late payments cause undue stress and can impact the cash flow of the business.

Meanwhile, including a personalized message can go a long way in building a strong relationship with the client. It can be as simple as thanking them for their business or acknowledging their willingness to work with you. Customizing the message can help the client feel appreciated and valuable to the consultant.

Branding is also important. A professional-looking invoice that is on-brand can help reinforce the consultant's image as an expert in their field. Including the company logo and using a consistent color scheme can go a long way in setting the tone for future interactions with the client.

Following up on unpaid invoices

Despite your best efforts, there may come a time when your client is unable or unwilling to settle their invoices. As much as no consultant wants to deal with unpaid invoices, it remains an unfortunate but common problem. But the good news is, there are several measures you can take to follow up on unpaid invoices.

Send a payment reminder

An easy method to follow up on unpaid invoices is to send a friendly reminder to your client. It might seem uncomfortable, but rest assured that many clients simply forget about their payments, which correlates to delays. A polite yet firm email can go a long way in refreshing your client's memory. You should state the payment due date and payment instructions, and request payment within a specific timeframe. You can show your gratitude toward the client's business and service satisfaction.

A platform like B12 can automate your payment reminder emails, so they're sent on your behalf before payment is due, on its due date, and when it's late. This saves you time and reduces the likelihood of late payments.

Make a phone call

What if your first email reminder didn’t produce a reply? Then, it might be time to escalate the situation by making a follow-up phone call. Most people are more likely to be cooperative when speaking over the phone than through emails. When calling your client, be firm but polite and specify the previous measures you have undertaken to get the invoice paid. It may also help to ask the client if they are experiencing financial issues and how you can help resolve the matter.

Get assistance from a collector

In dire situations where your client has abandoned your follow-ups, you are left with no option but to involve a professional debt collector. Third-party collectors can leverage formal measures to reach even the most unresponsive clients. By law, debt collectors must adhere to a particular protocol that protects both you and the client. However, this should be the last resort for unpaid invoices, as it will entail costs and risks for both parties. By warning your client that you plan to go legal, it may compel them to pay finally.

Maintaining a successful consulting invoicing system

A successful consulting invoicing system requires consistent attention and monitoring. What you can do to maintain such a system is to track invoices and payments over time. This helps identify any patterns or trends that may reveal issues related to client payment or invoicing processes. By tracking trends, consulting businesses can identify problems and resolve them more quickly, thus reducing the risk of delayed payments or other issues that can impact cash flow.

Another key aspect of maintaining a successful consulting invoicing system is to communicate effectively with clients. By staying in touch regularly and responding quickly to any inquiries, businesses can help ensure that clients feel valued and appreciated. This, in turn, can lead to improved client retention rates and increased customer loyalty. Additionally, regular communication can help firms stay abreast of any changes or issues that may impact their invoicing or payment processes.

To help reduce the likelihood of payment delays, it's also important for consulting businesses to establish clear payment terms and expectations upfront. This may include setting due dates and providing clear instructions on how to submit payments. Additionally, firms may want to consider offering discounts for early payments or establishing penalties for late payments. These measures can help incentivize clients to pay on time and reduce the risk of payment delays.

Simplify your invoicing processes with B12

Invoicing doesn’t have to be frustrating or time-consuming. With the right approach, it can be a streamlined and productive part of your consulting business.

Need help setting up an invoicing system for your consulting business? B12 is the all-in-one platform that enables you to create invoices and receive timely payments. With B12’s invoicing software, you can generate and send personalized invoices, automate payment reminders, and get fast payouts. Get started for free.

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