Consultancy Invoice Generator
Create a professional consultancy invoice with engagement reference, PO number, service period and day-rate or retainer fields, then download as a clean PDF — free, no sign-up required.
Your Business Information
Client Information
Brand Your Invoice
Invoice design
Invoice Details
Line Items
VAT is applied only to line items with the “VAT” box ticked.
Signature
Add your authorised signature. It will only appear on the invoice preview and PDF if you actually sign.
Preview:
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| Invoice Date | — |
| Description | Quantity | Rate | Amount |
|---|---|---|---|
| Discovery & stakeholder interviews (2 days) | 2 | £0.00 | £0.00 |
| Market & competitor analysis — written report (fixed fee) | 1 | £0.00 | £0.00 |
| Strategy workshop facilitation (on-site) | 1 | £0.00 | £0.00 |
| Implementation support & follow-up calls | 4 | £0.00 | £0.00 |
| Monthly advisory retainer (up to 10 hours) | 1 | £0.00 | £0.00 |
| Travel & accommodation recharged at cost | 1 | £0.00 | £0.00 |
| Registration/filing fee paid as client's agent (disbursement — outside scope of VAT) | 1 | £0.00 | £0.00 |
| Retainer credit applied (previously invoiced, drawn down this period) | 1 | £0.00 | £0.00 |
| Subtotal | £0.00 |
| VAT (20%) | £0.00 |
| Total | £0.00 |
Consultancy invoice generator for UK firms and independent consultants
Create a UK consultancy invoice for advisory, management, IT, marketing, HR, operations, finance or strategy work. Add the engagement reference, PO number, service period, fee basis, lead consultant, VAT number, client VAT ID, retainer drawdown, expenses and disbursements.
UK consultancy billing is usually standard-rated for VAT when supplied in the UK by a VAT-registered business, but cross-border B2B work, recharged expenses and true disbursements need careful wording. This generator keeps those lines separate so accounts payable can approve the invoice without guessing what was supplied.
What a UK consultancy invoice should include
GOV.UK says invoices should include a unique ID, business and customer details, a clear description, supply date, invoice date, amount, VAT where applicable and total owed. Consultancy invoices also need the project controls that corporate accounts-payable teams use to approve service spend.
- Consultancy name, address, contact details and VAT number if registered.
- Client legal name, billing address, PO number and client VAT ID where needed.
- Engagement, project, workstream, SOW or proposal reference.
- Service period, delivery date or milestone date.
- Fee basis: hourly, day rate, fixed fee, retainer or milestone.
- Deliverables, workshops, reports, implementation support and expenses on separate lines.
- Retainer credit, amount already paid or balance due.
UK VAT on consultancy fees
Consultancy supplied in the UK by a VAT-registered business is normally standard-rated. If you are below the VAT registration threshold and not registered, do not charge VAT and do not issue a VAT invoice.
For overseas business clients, HMRC VAT Notice 741A says B2B general-rule services are supplied where the customer belongs. Keep evidence that the customer is in business and belongs outside the UK before using outside-the-scope or reverse-charge wording.
Expenses, recharges and disbursements
HMRC distinguishes recharges from disbursements. Travel, hotels, subscriptions or other costs your consultancy buys to deliver its own service are recharges and normally follow the VAT treatment of your consultancy fee when passed on.
A true disbursement is a cost paid as the client's agent, for goods or services the client received and was responsible for. Show disbursements separately and pass on the exact amount.
Retainers, milestones and service periods
For a monthly retainer, state the month or service period and what the retainer covers. For a milestone, name the accepted deliverable. For a day-rate engagement, show the dates or days billed so the invoice can be matched to timesheets, approvals or the SOW.
Common UK consultancy invoice mistakes
- Leaving out the PO number or engagement reference required by accounts payable.
- Describing the line simply as "consulting" without the deliverable or period.
- Treating travel and hotel costs as VAT-free disbursements when they are recharges.
- Using reverse-charge wording without evidence that the customer is a business outside the UK.
- Calling the invoice a VAT invoice when the consultant is not VAT registered.
- Not showing how a retainer, deposit or previous payment reduces the balance due.
United Kingdom Invoice Generator