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Project Management Invoice Template

Create a professional invoice in minutes with no design or accounting training. Simply add your information to our ready-made templates and get paid faster. Want to access all our customizable templates? Enter your email below to join Indy for free.

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Invoice
Your Name
Your Company
Your Address
Bill to:
Client's Name
Client's Company
Client's Address
Date
Item name
Description
Units/hrs
Rate
Subtotal
10/01/2021
Day-to-day management
-
-
1.00
0.00
10/06/2021
Money managing
-
-
1.00
0.00
10/06/2021
Issues solving
-
-
1.00
0.00
Subtotal
$0.00
Total due
$0.00
This invoice was generated by Indy

Get paid quicker and easier

You can sign up for Indy to make your whole workflow better. With Indy, invoices are just a part of one seamless process that includes proposals, contracts, time tracking, client approval, and payment.

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.
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invoices

Project Management Invoice Template FAQ

What is a Project Management Invoice used for?

A project management invoice is charged by a project manager to a company. Typically, that company will be in the construction, IT, financial services, law, or healthcare industry, but project managers work across multiple sectors.

The exact services provided will differ from job to job, but a typical project management invoice may include the following:

  • Hours Worked: The most basic component of a project management invoice is the hours worked. Project managers will often use time tracking software to automatically track and record every single minute that they work. This information can then be transferred to the invoice, ensuring that they get paid for all of their hard work.
  • Expenses: A project manager will often absorb the costs of project management software and other tools used to make their job easier. However, the same can’t be said for costs relating to any travel, accommodation, food, and materials required for the project manager to properly execute their job.
  • Contractors: Project managers are the supervisors and managers; they are the ones that organize, command, and control. But they can’t do all of the work themselves. Depending on the nature of the work, they may need to bill for additional contractors and services, although these invoices are often billed separately and handled by the company.

The main goal of a project management invoice is to provide the client with a detailed list of the work and the resulting costs. It is a clean and concise way of saying, “This is what we did, and this is how much it cost”, and it ensures that confusion is kept to a minimum and payments are made in full and on time.

For further simplification, a project management invoice should be connected to a bank account or a payment service, ensuring that payments are made instantly and in full.

How do you bill for your project management work?

You can bill your clients by sending them an invoice. There are a few things to get right with your billing. Here’s a short list:

  • You can bill by the hour, milestone, or project. 
  • Hourly billing is really common and you can use Indy’s Time Tracker to track your hours easily. You can even add your time tracks to your invoices as line items.
  • Milestone billing is useful for larger projects that will take place over several weeks or months. Set some milestones, such as the delivery of first stages, and send an invoice when those milestones happen. 
  • Billing by the project is very common for freelancers. Once the client approves the final proof, send them the bill.
  • Many freelancers take a deposit at the beginning of the project. This protects you from shady clients and sets you up for cash flow success. Deposits up to 50% are normal.
  • You should set out your billing and payment terms in your contract. If you don’t have a contract, use Indy’s Contracts tool to create one before you start work.
  • Once you finish the work or pass the milestone, send the client an invoice. If you don’t have an invoice, you can use Indy’s invoice generator to create a professional invoice in just a few moments.

That’s it! Those are the basics of how to bill someone for your work. 

How much to charge for your project management work?

Short answer: 

Most freelancers work 36 hours per week and charge $21 per hour according to a survey by Payoneer. Experience level is the most important factor in determining the best hourly rate to charge. New freelancers usually charge a lower amount, while experienced experts charge two to three times the average rate for their industry.

Knowing how much to charge for your work is a complicated area. We want to help freelancers, so we’re going to give you some general tips here about settling on the best amount to charge clients for your services.

Let’s think about this from a few different perspectives:

First, how much do you want/need to earn? You should create your rates to reflect what you need to earn. Keep in mind that you won’t get paid for some of the things you must do, such as preparing your taxes, looking for more customers, and weekly admin work. So, your hourly or project rate needs to be a little higher to make up for the unpaid work that is part of every freelancer’s life.

Second, how much do others charge for similar services at your level of expertise and experience? This question can be a little difficult to answer, but you can just ask. Join a Facebook group and ask. Call a local competitor and ask. Once you know what they charge, you can go under that if you’re new to the market or over it if you’re the boss.

Another massive item you should plan for is taxes. You’ll be paying your own taxes as a freelancer, so your rates should incorporate the taxes you’ll eventually have to pay. The average tax amount paid by Americans, for all taxes, is about 29%. This means you’ll end up paying $3 in taxes out of every $10 you earn. Price your work to pay your taxes and be left with the income you want.

Your best rates will be different, because everyone’s market is different. What works on the East Coast might not be successful in Nevada. Try a few different price points until you find the rate clients accept and you can live on.

How to create a project management invoice?

This part is simple! Here’s a step-by-step guide to getting your invoice done:

  1. Open one of Indy’s Freelance Invoice Templates.
  2. Add your business branding and information.
  3. Insert your client’s contact information.
  4. Number your invoice in a useful way.
  5. Fill in the lines with your work completed and the cost per task/hour.
  6. Check the invoice total and details.

Once you’ve finished these six steps, you are ready to send your invoice to your client. Save it in your Indy workspace or download it as a PDF. Then, email it to your client so they can pay you.

Why Choose Indy?

Indy offers an all-in-one platform for freelancers to manage all their admin work. When you sign up with Indy, your invoicing gets better because the other tools work together. For example, you can use Indy’s Time Tracker to note the time spent on a project. When you’re ready, the Invoice tool can automatically pull your unbilled hours for the project onto your invoice to make it ready to use. This makes your billing more accurate and saves time as well. When you set up your customers and projects with Indy, your entire workflow becomes smoother.

The Independent Worker

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