Free Project Manager Invoice Template

What is a Project Manager Project Manager invoice?

A project manager invoice records fees for professional project management services — planning, coordinating, managing, and delivering projects on behalf of clients. Freelance and contract project managers in the UK work across technology, construction, change management, marketing campaigns, product launches, and business transformation. They typically hold qualifications such as PMP (PMI Project Management Professional), PRINCE2, APMP (APM Project Management Qualification), or MSP. Contract project managers typically charge a day rate negotiated with a client directly or through a recruitment agency. IR35 legislation is particularly relevant for project managers — many longer-term contracts with single clients may fall inside IR35, meaning tax must be deducted at source. Genuine freelance project managers with multiple clients, substitution rights, and their own tools and methodology are more likely to be outside IR35.

What to include on a Project Manager Project Manager invoice

• Your name or limited company name, address, and VAT number
• Client or agency name and assignment reference
• Engagement dates and project or programme name
• Day rate and number of days worked
• Any expenses: travel, accommodation, software licences
• IR35 status (inside/outside) if relevant to billing structure
• Purchase order number if required
• Payment terms (Net 14–30)
• Bank details
• Professional indemnity insurance reference (if client requires)

Common project manager invoice line items

How to invoice as a Project Manager project manager

Freelance project managers typically invoice weekly for ongoing contract assignments. Invoice on Friday for the preceding week, with Net 7 or Net 14 terms. For agency placements, invoice the agency — not the end client — and include the timesheet reference. Always obtain a purchase order before commencing an engagement with a corporate client. Without a PO, invoices can be held in accounts payable indefinitely. For consulting engagements (rather than on-site contract work), milestone billing is appropriate. Define clear milestones at the start (kickoff, mid-project review, delivery) and invoice at each stage.