Professional Invoice Template

Free Bookkeeper Invoice Template

A bookkeeper invoice template designed for monthly retainers, catch-up projects, and per-service billing. Keep your own books looking as clean as your clients.

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What is a Bookkeeper invoice?

A bookkeeper invoice is a billing document from a freelance or independent bookkeeper to a client business for financial record-keeping services. It covers monthly reconciliation, accounts payable and receivable management, payroll processing, and any special projects such as year-end cleanup or software setup. It provides a clear, itemized record of the financial services performed during the billing period.

What to include on a Bookkeeper invoice

Common bookkeeper invoice line items

Service Typical Rate Unit
Monthly Bookkeeping (small business, up to 150 transactions) $200 - $500 per month
Payroll Processing (up to 10 employees) $100 - $250 per month
Accounts Payable Management $75 - $150 per month
Catch-Up Bookkeeping $50 - $150 per month of backlog
QuickBooks Setup and Chart of Accounts $300 - $800 per project
Year-End Cleanup and Reconciliation $500 - $2,000 per project

How to invoice as a bookkeeper

Invoice monthly retainer clients on the same date each month, ideally at the beginning of the month for work performed in the prior month. This creates a predictable billing cycle that clients can plan for. For catch-up or one-off projects, invoice 50 percent upfront and the balance upon completion. Always itemize services clearly because your clients are business owners who understand financial documentation and will appreciate the clarity. Include a brief note if the current month differs from usual scope.

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Frequently asked questions

How should I price monthly bookkeeping retainers?
Base your pricing on transaction volume, number of accounts, entity complexity, and services included. A simple sole proprietor with one bank account and 50 transactions per month might be $150 to $200. A growing small business with payroll, multiple accounts, and accounts payable might be $600 to $800. Do an initial assessment before quoting and build in a scope-of-work agreement so you have a basis for adding fees if transaction volume grows significantly.
How do I invoice for catch-up bookkeeping?
Price catch-up work by the month of backlog, not by time spent, because the client can better understand and budget for it. Quote the per-month rate after reviewing the records so you know the complexity. Invoice at least 50 percent upfront before starting since catch-up work is time-intensive and clients sometimes disappear after receiving their clean books. Bill the balance when the work is complete and reviewed.
Should I pass software subscription costs through to clients?
Best practice is to have clients pay for their own QuickBooks, Xero, or other software subscriptions directly. This avoids you being a billing intermediary and keeps your invoices clean. If you do pay on their behalf, invoice the exact subscription cost as a separate line item with the vendor name and period covered. Some bookkeepers include software in a slightly higher retainer fee to simplify client billing.
What payment terms should bookkeepers use?
Net 7 to Net 15 is appropriate for bookkeeping services. You are providing monthly ongoing work, and collecting on short terms keeps your cash flow predictable. Many bookkeepers require automatic payment via credit card or ACH to avoid the administrative burden of chasing late invoices. If a client's payment lapse is consistent, it is a red flag about the health of their business finances.
Should I include a professional credentials line on my bookkeeping invoice?
Yes, if you hold relevant credentials (CB, CPB, QBO ProAdvisor, Xero Advisor), list them on your invoice header or profile. It reinforces your professional standing and can justify premium pricing. It also helps distinguish you from informal bookkeepers in the client's mind. If you operate under a registered business name, use that name consistently on all invoices to build brand recognition and professionalism.
How do I handle scope creep on a bookkeeping retainer?
Define your retainer scope precisely in your contract: transaction volume limits, number of accounts, services included, and what triggers an additional fee. If a client's volume grows beyond the agreed threshold, send a brief notice and invoice an add-on fee. Catching and billing scope creep monthly prevents the situation where you realize six months in that you have been undercharging significantly. A well-scoped contract makes these conversations straightforward.
Can I use this template for free?
Yes. Tidybill's free plan lets you create up to 5 invoices per month at no cost, with no credit card required. You can use the Bookkeeper invoice template straight away after signing up.
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