Bookkeeper Invoice Template
This bookkeeper invoice template is already filled in with the line items the job usually carries. Change the numbers, add your details, and download the PDF. Nothing is uploaded and no account is needed.
A bookkeeper's invoice is read by someone who reads invoices professionally, so its formatting is part of the service being sold.
Your details
Bill to
Invoice details
Line items
Tax & discount
- Subtotal
- $1,080.00
- Total due
- $1,080.00
Notes & payment details
- Invoice no.
- —
- Issued
- —
- Due
- —
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Monthly bookkeeping, up to 150 transactions | 1 | $450.00 | $450.00 |
| Payroll processing, 6 employees | 1 | $180.00 | $180.00 |
| Catch-up: Q3 reconciliation (hours) | 6 | $75.00 | $450.00 |
- Subtotal
- $1,080.00
- Total due
- $1,080.00
Monthly fee covers the transaction volume stated. Volume above the band is billed at the overage rate agreed. Catch-up work is billed hourly and is separate from the monthly fee. Software subscriptions remain in the client's name and are not billed here.
Prefilled as a bookkeeper invoice. The rates shown are round placeholder figures to make the document readable, not rate guidance. Saved in this browser only.
Stop retyping the same invoice every month
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How bookkeepers usually bill
| Convention | Value |
|---|---|
| Billed by | Monthly flat fee, or per hour for clean-up work |
| Usual payment terms | Monthly in advance for ongoing work, Net 15 for projects |
| Money up front | Clean-up and catch-up projects commonly 50% up front |
| Also called | bookkeeping invoice, accounting invoice, payroll services invoice |
| These are the common conventions in the trade, not rules. The terms that matter are the ones in your own agreement with the client, and this template will carry whatever you set. | |
What belongs on a bookkeeper invoice
- The transaction volume band
- A flat fee needs a stated ceiling or it becomes an unlimited commitment as the client grows. Show the band on every invoice.
- Ongoing work separate from clean-up
- Catch-up work is a project with an end, and leaving it inside the monthly figure makes the monthly figure look permanently higher.
- The period covered
- Bookkeeping invoices are filed against the period they relate to, not the date they were sent. Name the month.
- Whose name the software is in
- The client's accounting subscription should be theirs, so the records survive the end of the engagement. Saying so avoids the assumption you are reselling it.
The mistake that costs bookkeepers the most
Holding a flat fee while the client's volume doubles
Bookkeeping fees are quoted against a volume that nobody revisits, and a growing client quietly becomes your worst-paying one. Put the transaction band on every invoice and review it quarterly. The conversation is easy while the number is printed in front of both of you and impossible eighteen months later.
Sales tax on a bookkeeper invoice
Bookkeeping and accounting are professional services and are untaxed in most states, though a small number tax specified services. If you also sell software licences to clients, that part may be treated differently from your labour.
The template has a tax field with an editable label, so it will say VAT or GST if that is what you need, and it applies the rate to the subtotal after any discount. Leave the rate at zero if you are not registered to collect. Nothing here is tax advice, and a question about your own registration is one for your state's department of revenue or your accountant.
Templates for related work
Per hour, per day, or against a monthly retainer
Per hour, or a monthly block of retained hours
Quoting the job before you bill it is what the quote generator is for, and working out what to charge in the first place is what the freelance rate calculator does.
Questions about bookkeeper invoices
Should a bookkeeper charge hourly or a flat monthly fee?
A flat monthly fee for ongoing work, banded by transaction volume. It gives the client a predictable cost and stops you being paid less for getting faster. Hourly is right for catch-up and clean-up projects, where the scope genuinely is not knowable in advance.
How do I raise a bookkeeping fee?
By making the band visible from the start. If every invoice shows 'up to 150 transactions' and the client is running four hundred, the increase is arithmetic rather than a negotiation. Reviewing quarterly keeps the gap small enough to be uncontroversial.
Should the client's accounting software be in my name?
No. It should be in theirs, with you granted access. Their financial records must outlive the engagement, and an accountant subscription you control becomes a hostage situation neither side wants when the relationship ends.