Free Bookkeeper Invoice Template & Generator
Build bookkeeping invoices for transaction recording, bank reconciliation, payroll processing, and financial reporting.
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How does a bookkeeper invoice a client?
Bookkeeping invoices state the month worked and the volume covered, such as transactions recorded or accounts reconciled. List payroll runs and report preparation on their own lines. Tying the fee to a clear scope, like a transaction band, keeps recurring billing predictable for the client.
Your invoices need to show exactly what period you are billing for and what services you covered. If you handled payroll for two weeks in March, say that. If you reconciled January through March accounts, spell it out. Clients forget what they agreed to, and their tax accountants will ask questions later. Include your business number or EIN because many companies cannot process invoices without it.
Most bookkeepers bill monthly in arrears, though some do bi-weekly. You can ask for a deposit from new clients, usually one month's fee, but do not expect it from established businesses with good credit. Net 15 or Net 30 terms are standard. Hourly billing works for cleanup projects or catch-up work. Monthly retainers make more sense for ongoing clients because your workload stays predictable.
Send invoices on the same day each month, right after you close their books. If you finish their month-end on the 5th, invoice on the 5th. They just saw the value you delivered, and they have your work fresh in mind. Waiting until the 15th or end of month means you are competing with everyone else sending bills. You also look less organized than you actually are.
Typical line items
- Monthly bookkeeping (transaction band)
- Bank and credit card reconciliation
- Accounts payable and receivable entry
- Payroll processing (per run)
- Quarterly financial reports
- Catch-up or cleanup bookkeeping
- Software subscription pass-through
- Year-end handover to accountant
How the work is charged
Many bookkeepers charge a fixed monthly fee set by transaction volume or number of accounts. Cleanup of neglected books is usually quoted separately as a one-time project, and payroll may be billed per run.
Payment terms and deposits
Recurring fees are commonly invoiced at the start of the month or by direct debit. Cleanup projects often take part of the fee upfront, and business clients may pay on short net terms.
Tax and compliance
If you are registered for sales tax or VAT, show it as a separate line with your registration number. How bookkeeping services are taxed varies by region, so confirm what applies to you.
Frequently asked questions
How do bookkeepers price their services?
Bookkeepers charge $25–$80/hour or flat monthly rates ($200–$1,000+) based on transaction volume. Payroll processing, invoicing, and bill payment may be separate services.
What should a bookkeeping invoice include?
Include services performed, period covered, number of transactions processed, accounts reconciled, reports generated, and any software costs. Monthly retainer terms should be clear.
Should bookkeepers charge by transaction volume?
Yes. Many bookkeepers tier pricing by monthly transaction count (e.g., $300 for up to 100 transactions, $500 for 100–300). This ensures fair pricing as client businesses grow.
Related invoice templates
Read the complete invoicing guide to see how to fill out, number, and send an invoice that gets paid.
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