Project invoice template
Project invoice template is used to bill clients for project-based work, whether by milestone, phase, or final delivery. It suits consulting, construction, and creative projects. Include project name, phase or milestone (if applicable), itemized deliverables or hours, rates, and total. Milestone billing (3–6 milestones per project) is common for larger engagements.
Project invoice template Sample
Project invoice template
123 Business Street, City, Country
Phone: (123) 456-7890
Email: contact@company.com
Project invoice template
Bill To:
Client Name
Client Address
Client City, Country
Phone: (987) 654-3210
Email: client@example.com
Invoice #: 12345
Date: 2024-10-10
Due Date: 2024-11-10
| Item | Description | Qty | Price | Total |
|---|---|---|---|---|
| Service A | Itemized service or product | 1 | $100.00 | $100.00 |
| Service B | Additional line item | 2 | $50.00 | $100.00 |
| Subtotal | $200.00 | |||
| Tax (10%) | $20.00 | |||
| Total Due | $220.00 | |||
An invoice should include your business or name, the customer’s details, the date and invoice number, and a line-by-line breakdown of what was provided. Including payment terms—such as due on receipt, Net 15, or Net 30—helps you get paid on time and keeps records clear for taxes.
Supporting resources
| Resource | Type | Description |
|---|---|---|
| Milestone billing | Industry guide | Tie payments to completed phases or deliverables; 3–6 milestones per project is typical. Invoice when each milestone is accepted. |
| Project invoice elements | Checklist | Project name and reference, phase/milestone if used, description of work, hours or fixed amount, rate, subtotal, tax, total, payment terms. |
| Construction progress billing | Benchmark | Construction often uses progress invoices with retention (e.g., 5–10% until final completion); document change orders separately. |
Frequently Asked Questions
- When should I send a project invoice?
- Per your contract: at milestones, on a schedule (e.g., monthly), or upon completion. Match the invoice to the agreed billing structure.
- What is milestone billing?
- Billing when defined phases or deliverables are completed and accepted, rather than on a fixed calendar schedule, to align payment with value delivered.
- Should a project invoice reference the contract?
- Yes; reference the contract or PO number and, for milestone billing, the milestone name or phase so the client can reconcile payment easily.