Retainer invoice template
Retainer invoice template is used by consultants, lawyers, and freelancers who bill on a retainer—advance payment that secures ongoing access to services. It should spell out whether the retainer is pay-for-work (specific deliverables) or pay-for-access (availability), the billing schedule, and how earned vs. unearned fees are treated. Clear scope and written fee agreements reduce disputes and support predictable cash flow.
Retainer invoice template Sample
Retainer invoice template
123 Business Street, City, Country
Phone: (123) 456-7890
Email: contact@company.com
Retainer 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 |
|---|---|---|
| Pay-for-work vs pay-for-access retainer | Checklist | Define scope: deliverables within a period (pay-for-work) or availability with no guaranteed outputs (pay-for-access). |
| Earned vs unearned fees | Benchmark | Unearned retainer fees may be refundable if work is not completed; document classification for trust accounting and taxes. |
| Small law firm billing | Industry guide | Use written fee agreements, monthly billing statements showing costs and account status, and clear termination clauses. |
| Retainer agreement elements | Checklist | Include payment schedule, scope of work, rate increases, and clawback rights for early termination. |
Frequently Asked Questions
- What is the difference between a retainer invoice and a regular invoice?
- A retainer invoice requests advance payment before or during service delivery; the fee is often held and applied as work is completed. A regular invoice bills for work already done.
- Should a retainer invoice show earned vs unearned amounts?
- Yes. Showing earned (work completed) vs unearned (balance held) helps with trust accounting, client trust, and tax treatment.
- How often should I invoice against a retainer?
- Invoice on the agreed schedule (e.g., monthly) after work is completed, deducting from the retainer balance and sending statements showing remaining balance.
- What payment terms are common for retainer agreements?
- Retainers are typically paid upfront or at the start of each period; replenishment is due when the balance falls below an agreed threshold.