Free bookkeeping invoice template
Most bookkeeping is billed as a flat monthly fee, with extra work for cleanups and year-end. This template shows a monthly service fee, a catch-up project and add-ons on one clear invoice.
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Ledger and Pine Bookkeeping
Tulsa, OK
Bill to
Redbud Landscape Supply
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Monthly bookkeeping, October: up to 150 transactions, 2 accounts reconciled | 1 mo | $450.00 | $450.00 |
| Catch-up bookkeeping, January to June | 6 mo | $250.00 | $1,500.00 |
| Payroll processing, 8 employees, biweekly | 2 runs | $75.00 | $150.00 |
| Sales tax return preparation, quarterly | 1 each | $150.00 | $150.00 |
- Subtotal
- $2,250.00
- Total due
- $2,250.00
Notes
Monthly fee is billed in advance on the 1st. Transactions above 150 in a month are billed at the next tier. Financial statements for October delivered November 12.
Download the bookkeeping invoice template
US Letter, 8.5 x 11 in. Take it with the sample lines above to edit, or blank to fill in from scratch
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Amounts, tax and total add up by themselves
Faster than a file: type your details once and download a finished PDF.
Fill it online with these linesWhat to include on a bookkeeping invoice
- 1Service month covered and the plan or tier name
- 2What the monthly fee includes: transaction volume, accounts reconciled, reports delivered
- 3Catch-up or cleanup work billed per month of records or per hour
- 4Add-ons such as payroll runs, sales tax filings or 1099 preparation
- 5Overage charges when transaction volume goes above the tier
- 6Reports delivered and their delivery dates
- 7Payment method on file or autopay note, if the client pays that way
How independent bookkeepers and small bookkeeping firms usually bill
- Flat monthly fee based on transaction volume and number of accounts
- Catch-up and cleanup projects priced per month of records or hourly
- Per-run or per-employee fees for payroll
- Per-filing fees for sales tax returns and year-end 1099 preparation
- Hourly rates for advisory calls or one-off projects
Payment terms
Bookkeepers usually bill the monthly fee in advance, on the first of the month, and many ask for card or bank payment on file so it is collected on time. Catch-up work is often billed with a deposit up front and the rest on completion, because cleanups can grow once the records are open. Due on receipt or Net 7 is common for small business clients. Hold reports, not the books themselves, if a client falls behind, and spell out in your engagement letter what happens to access after nonpayment.
General guidance, not legal or tax advice.
Common mistakes on bookkeeping invoices
- Not defining the transaction limit, so a growing client gets more work for the same fee
- Pricing a catch-up before seeing the records, then eating the extra hours
- Billing in arrears and chasing last month while doing this month
- Bundling payroll and tax filings into the monthly fee without listing them
Bookkeeping invoice questions
How do bookkeepers charge clients?
Most charge a flat monthly fee based on transaction volume, number of accounts and how often reports are needed. Catch-up work, payroll and tax filings are usually priced as add-ons.
Should bookkeeping be billed in advance or after the month?
Many bookkeepers bill in advance, at the start of the month, which keeps cash flow steady and avoids chasing old work. Catch-up projects are usually billed with a deposit and a final invoice.
Is bookkeeping subject to sales tax?
In most places bookkeeping is treated as an untaxed service, but a few states tax some professional services. Confirm with your state revenue department.
How should I price catch-up bookkeeping?
Look at the records first, then quote per month of records or a capped number of hours. State on the invoice which months were covered.
Send it from BillingOtter
A template still has to be emailed and chased. In BillingOtter the same invoice goes out by email with the PDF attached and a pay link, and you see what is paid, due or overdue.
- Email the invoice with the PDF and a Pay button
- Clients pay by card or US bank transfer (ACH) on Creator Pro, without creating an account
- Automatic payment reminders on Creator Pro, which stop as soon as the invoice is paid
- Free Starter covers 5 invoices a month, no card needed
Templates for related trades
Free tools for independent bookkeepers and small bookkeeping firms
Bill your next job from BillingOtter
Free for 5 invoices a month. Add card and ACH payments and automatic reminders with Creator Pro
Free for 5 invoices a monthNo card needed