Professional Services Invoice Template

Here’s how to use Indy’s Invoice Template to get started:

Sign up for a free Indy account
Launch Indy's Invoices tool
Enter your invoice details
Start with a blank invoice template from Indy, then add your logo, branding, and business information to create your own invoices easily.
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Or, download the PDF template:
Your Name
Your Company
Your Address
Bill to:
Client's Name
Client's Company
Client's Address
Item name
Legal services
Total due
This invoice was generated by Indy

Get paid quicker and easier

Indy Invoice templates take the pain out of billing.
  • Build and send an invoice in minutes.
  • Personalize your invoices with your brand color and logo, and leave a nice message for your recipient.
  • Accept payment by top credit and debit cards, check, wire transfer, direct deposit, and more.
  • Add your unbilled time tracks to your invoices as line items for easy payment.
  • Include discounts, late fees, and request deposits.
  • Make single invoices or set up recurring billing.
  • Send your invoices straight from Indy or export them to PDF to send them however you want.
  • Keep track of each invoice’s status, so you know who has paid and who to remind.
  • Set the estimates in your proposals to automatically generate invoices when accepted.

Professional Services Invoice Template FAQ

What is a professional services invoice used for?

There are several benefits to using a professional services invoice to bill vendors or clients for professionals in a variety of industries. 

You expect to be paid for each hour you work as a professional service provider, such as an architect, accountant, engineer, doctor, lawyer, or teacher, because you strive to provide the highest quality products and services to your clients. As a result, a precise professional services invoice will enable you to better visualize and communicate every aspect of your job to clients via a formal invoice that meticulously tracks all billable hours associated with your transaction. 

A professional services invoice is suitable for a wide range of professional invoicing applications, and it is a must-have for professional businesses or freelancers who rely on payment for their services. Professional service providers will be unable to charge clients appropriately based on costs that best represent the quality of and time associated with the work you produce or perform if they do not have an effective and accurate professional services invoice. 

Because a well-designed professional services invoice establishes and maintains your company's or operation's credibility, it's critical to comprehend how this tool can help you streamline your payment process. If you have a services-based business strategy or model, a professional services invoice may be the best payment processing solution for your professional business or freelance operation.

A professional services invoice informs your client of the total cost of the professional service or product, or the freelancing project, and includes important details like the number of hours spent on each billable activity and the subtotals associated with each of the billable activities listed in the document.

With a standard professional services invoice, there are a number of components that all standard products- or services-based invoices should have (for hourly invoices, the time associated with each billable task should also be included). For most typical invoicing scenarios, professional services professional service providers should include the following elements on their professional services invoice: all products or services supplied; product or service rates; thorough and accurate descriptions of the products or services; and all pertinent payment information, such as accepted payment options, deadlines, and associated fees.

Professional service providers will be able to better convey the time and resources associated with their products and services by using a clear, effective, and accurate professional services invoice, and they will be able to provide their clients with additional information to support their prices or rates. 

When clients interact with user-friendly services and tools, especially when it comes to completing payments for items or services rendered, payments are completed more quickly and the risk of late or missed payments is significantly reduced. Remember that a customer's user experience is everything, which is why professional services invoices should be as clear and complete as possible before being submitted for payment to the client. 

We at Indy appreciate the hard work that professional service providers put in to provide high-quality products and services to their customers—regardless of the model of your professional or freelancing business, the time and resources you devote to it deserve prompt, on-time payment. As a result, your professional services invoices should accurately and effectively demonstrate that hard work while providing your clients with a positive user experience throughout the payment process.

How to create a professional services invoice?

Your professional services invoice may take on a slightly different shape depending on the structure of your professional business or freelancing operation, as well as whether your company provides products or services (or a combination of both). 

Your invoicing process should be relatively simple if your freelancing business is currently based on a product-based business model. Simply choose a document development platform that works for you, such as a word processor like Google Docs or Microsoft Word, or spreadsheet software like Google Sheets or Microsoft Excel, to create your professional services invoice. Following that, you should include all pertinent information about your transaction. Before you start billing clients, you can customize your professional services invoice with the customization tools provided by each of these platforms. 

However, if your business is based on services, the process of gathering payment information to inform your professional services invoices will be slightly different. By choosing to work with professional invoicing software by Indy, however, professional service providers can utilize powerful function-specific invoicing tools to streamline the payment process—both internally and for clients. Professional service providers can send their professional services invoices directly to their clients for payment using Indy software, which is available for free.

Remember to consider important elements regarding the effort required to provide your products or perform services as you work to establish your hourly rate for your professional services invoice. Take into account factors such as the amount of time and resources spent on your business or freelancing operations to do so. 

To bill for hourly work, first determine an hourly pay rate per task for your services, and then write detailed and accurate service descriptions. Professional service providers can track their hours directly in-platform with Indy invoicing software, ensuring accurate billing hours are communicated to the client for the duration of the project. 

After that, double-check that all other relevant transaction details, such as contact information and payment terms, are included on the document.

What to put on a professional services invoice?

Maintaining the best possible invoicing and payment processes for clients is critical to the success of your self-employment professional style of operation. An accurate and clear professional services invoice is essential to maintaining the best possible invoicing and payment processes for clients. And, as the owner or operator of a professional business or freelancing operation, you simply do not have the time available to devote to the more minute details of business operations, such as perfecting your invoicing documents, for which you are responsible.

With professional invoicing software by Indy, however, professional services invoices are easy to generate. Professional service providers gain access to powerful tools that streamline the invoicing process by integrating payments, creating invoices, and tracking the number of hours spent on each job. 

As you begin to create your professional services invoice for your professional business or freelancing operation, it's critical to understand which information should be included on the final document. If you don't include these details, you run the risk of receiving late or missed payments as a result of a poorly designed invoicing workflow and failing to maintain a convenient payment process for your clients. 

Professional service providers should include the following essential elements on any invoice they send to their customers:

  • Business and contact information, including the name of your freelancing operation, your phone number, mailing address, and email address
  • Client information, including the names and contact information
  • Brand elements, including your logo and components such as your company color palette and font families
  • Unique invoice elements, such as invoice ID numbers, invoice dates, and payment due dates
  • An itemized list of products or services
  • Thorough descriptions of the supplied products or rendered services
  • Payment totals and subtotals, if applicable
  • Payment options and terms, including associated fees and deadlines

With the inclusion of these elements in your professional services invoice, you will be able to improve the overall payment process and customer experience for your clients in the future.

How much to bill for professional services?

If you're just starting out with your professional service organization or freelance operation and haven't yet established an hourly rate for your services, the task of putting a monetary value on the work that you do as a professional services provider may appear to be overwhelming. The fact remains, however, that it is an absolutely necessary component of any professional services invoice—and absolutely necessary for ensuring that you receive payment for your products or services. 

It is critical to consider a number of important factors when determining your hourly rate for your professional services operation; each factor is intricately linked to your professional business operations plan, your payment process and the type of work that you perform under your self-employment. Think about the following factors when determining how much your time and services are worth billing for.

  • your competition within the job market
  • your bottom-line, or the figure you get after calculating how many resources (both time and money) you spend when fulfilling a project with a client before you make a profit
  • your credibility as a professional service provider and business partner

When it comes to your job market competition, you should think about how much your competitors charge for similar products or services. Make adjustments based on your unique business model and offerings to avoid overcharging or undercharging your clients. To position yourself as economically and professionally competitive in the market, price yourself according to the market. 

It's critical to keep your bottom line and return-on-investment in mind as you work to determine your hourly rate. Calculate both the time and the money you spend to complete a project with a client to arrive at this figure. These figures should include the money you spend on materials as well as the time you spend on project-specific activities like traveling or building. 

From there, you can establish a base figure for calculating your hourly rate, ensuring that you profit from each transaction.

If you're a freelancer, you can also set your hourly rate by aiming for a specific annual salary. Determine a target salary that is realistic for your freelancing business's capabilities. Instead of overcharging your clients, use this method to calculate an hourly rate that reflects the competition in your industry market, and then adjust based on your freelancing business's resources. Set an hourly rate that reflects your target annual salary after calculating an estimate for your total annual expenses. 

Your profit margins may not be what you expected at the end of this exercise, but these calculations will give you valuable information for setting your initial rates and, eventually, reevaluating your payment workflows as your freelancing business grows. 

Billable hours for a typical 9-to-5 job are consistent across the board: eight hours per day, 52 weeks per year. As a professional service provider, you benefit from the flexibility of scheduling and, as a result, the payment process is also more flexible. To come up with an hourly rate that truly represents the value of the work you provide clients, try to capture an accurate representation of the amount of time dedicated to each of your provided services.

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