Free Grant Writer Invoice Template & Generator

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're 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. Don't 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're motivated to close out the project fully. Waiting two weeks means your invoice lands when they've moved on to other priorities.