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Accounting invoice template

An invoice for bookkeepers, accountants and tax preparers: the engagement and the period it covers, the monthly bookkeeping fee, payroll runs and filings, with extra hours on their own lines.

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Accounting invoice template: an example, filled in

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What’s in this template

  • Engagement and period fields
  • Lines for bookkeeping, payroll runs and filings
  • Hours times your rate for work outside the fixed fee
  • Net 15 terms by default
  • Notes for what the monthly fee covers

How to fill it in

  1. Pick a format. Download the Word or Excel file or the printable PDF, or fill the template in online and download the finished PDF. The Word and Excel files also open in Google Docs and Google Sheets.
  2. Name the engagement. Fill in your firm, the client, the engagement (monthly bookkeeping, payroll, a tax return) and the month or year it covers.
  3. List the services. Put the fixed monthly fee first, then the payroll runs, each filing and any hours outside the agreed scope.
  4. Set the terms and send. Use the payment terms from your engagement letter, say what the fixed fee covers in the notes and send.

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When to use it

For monthly bookkeeping clients, payroll services, sales tax and income tax filings, and one-off advisory work. Clients compare the invoice with the engagement letter, so use the same service names and fees.

Tips

  • Bill after month-end close, or in advance if your engagement letter says so. In the Invoxa app, a recurring invoice creates the monthly draft for you to check and send.
  • Count payroll runs. Put the number of runs as the quantity, so a month with three paydays is clear.
  • Bill cleanup by the hour. Catch-up work outside the fixed fee goes on its own line with the hours, so the monthly fee stays the same.

Frequently asked questions

Should bookkeepers bill a fixed fee or by the hour?

Many bill a fixed monthly fee for a set volume of transactions and bill cleanup or extra requests by the hour. Show both on the invoice so the client sees what the fixed fee covers.

Do accounting services charge sales tax?

Not in most US states, but a few tax some professional services. Check your state's rules before you add a rate; in VAT or GST countries, add the rate that applies.

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