Free Grant Writer Invoice Template & Generator
Create grant writing invoices for proposal development, research, and nonprofit consulting. Bill per proposal or hourly.
Currency
Amount already received from client
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What should a grant writer put on an invoice?
Grant writing invoices name the proposal and the funder, and tie the charge to a flat fee, an hourly rate, or a retainer. List research, drafting, and budget preparation separately. Keep any success-fee arrangement clear, since many funders restrict paying writers from grant funds, so confirm what is allowed first.
Your invoice needs to show exactly which grant you worked on and what phase of work you completed. Include the funding source name, grant amount if awarded, and the specific deliverables like research, narrative writing, or budget development. Many nonprofits track grants individually in their accounting systems, so vague descriptions create problems. Date ranges matter too because organizations often bill their own funders based on when work happened.
Most grant writers either charge flat fees per proposal or hourly rates with a cap. Ask for half upfront before you start research, then bill the remainder on submission. If you work on retainer, invoice monthly on the first even if you are between active proposals. Standard payment terms are net 30, but nonprofits can be slow, so net 15 gives you more room to follow up.
Send your invoice the same day you submit the grant. Do not wait until month end or whenever you feel like doing paperwork. The organization is thinking about the grant right then, your work is fresh in their mind, and they are motivated to close out the project fully. Waiting two weeks means your invoice lands when they have moved on to other priorities.
Typical line items
- Grant proposal research and writing
- Funder research and prospecting
- Budget and financial narrative
- Letter of inquiry or concept note
- Application review and editing
- Reporting and compliance support
- Hourly writing rate
- Monthly retainer
How the work is charged
Grant writers commonly charge a flat fee per proposal or an hourly rate, and some work on a monthly retainer for ongoing prospecting and reporting. Fee structures vary, since paying writers a percentage of awarded funds is often discouraged or restricted.
Payment terms and deposits
A deposit before drafting is common, with the balance due on submission. Nonprofit clients may pay on net terms, and retainers usually bill monthly.
Tax and compliance
If you are registered for sales tax or VAT, show it as a separate line with your registration number. Some funders also limit how grant funds may pay for proposal work, so confirm the rules before billing.
Frequently asked questions
How do grant writers charge?
Grant writers charge per proposal ($2,000–$10,000+ for federal grants), hourly ($50–$150), or on retainer. Ethical grant writers never charge a percentage of the award — this violates industry standards.
What should a grant writing invoice include?
Include funder name, grant title, proposal sections completed, research hours, draft revisions, and any submission coordination. Note whether the fee covers post-submission amendments.
Should grant writers guarantee funding?
No ethical grant writer guarantees funding. Invoice for the quality of the proposal, research, and strategy — not for the outcome. Success rates of 20–30% are considered strong.
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