# Invoice Template for Bookkeepers

A professional book keeper accounting invoice for every service you offer, from reconciliations and payroll processing to financial reporting and consulting. Includes bookkeeping tax invoice fields and accounting service descriptions. Grab your bookkeeping invoice template free and start billing clients the right way today.

Canonical page: https://invoicemama.com/invoice-template/bookkeeping

**Industry:** Bookkeeping

## Download Your Bookkeeping Invoice Template Free

Get started in seconds with a bookkeeping invoice template free to download and use right away. Designed for bookkeepers and accountants. Excel, PDF, or Word format. No signup, no credit card, no hidden costs.

- [Excel](https://mr2.invoicemama.com/invoice-templates/excel/bookkeeping-invoice-template-3.xlsx)
- [Word](https://mr2.invoicemama.com/invoice-templates/word/bookkeeping-invoice-template-3.docx)
- [PDF](https://mr2.invoicemama.com/invoice-templates/pdf/bookkeeping-invoice-template-3.pdf)

## Frequently asked questions

### What is an invoice in bookkeeping?

In bookkeeping, an invoice is a formal document requesting payment for services or goods provided. For bookkeepers specifically, it details the bookkeeping services performed (like monthly bookkeeping, reconciliations, payroll processing), hours worked or flat fees, payment terms, and total amount due. Invoices serve as both a payment request and an official record for accounts receivable in both the bookkeeper's and client's accounting systems.

### Does a bookkeeper invoice?

Yes, bookkeepers absolutely invoice their clients for services provided. Professional bookkeepers invoice for services like monthly bookkeeping, bank reconciliations, payroll processing, financial reporting, and consulting. Most bookkeepers invoice monthly for retainer clients or bi-weekly/monthly for hourly work. Sending timely, detailed invoices is essential for maintaining healthy cash flow in a bookkeeping practice.

### What is 3-way invoicing?

3-way invoicing (also called 3-way matching) is an accounts payable control process where three documents are compared before payment: the purchase order (what was ordered), the invoice from the supplier (what is being billed), and the receiving report (what was actually received). All three must match in quantity, price, and terms before payment is approved. This control helps prevent overpayments, duplicate payments, and fraud. Bookkeepers often implement this process for clients with significant purchasing activity.

### How should bookkeepers price their services?

Bookkeepers typically use three pricing models: hourly rates (ranging from $30-$150+ per hour depending on experience and location), monthly retainers based on transaction volume or service level (like $300-$1,500+ per month), or project-based pricing for cleanup work. Many bookkeepers combine models, using monthly retainers for ongoing clients and hourly billing for additional services outside the standard scope.

### Should I charge sales tax on bookkeeping services?

Whether you charge sales tax, GST, or VAT on bookkeeping services depends on your location and local regulations. In many US states, professional bookkeeping services are not subject to sales tax, but some states do require it. In Canada, GST/HST generally applies. In the EU, VAT typically applies to accounting services. Always consult with a tax professional or your local tax authority to ensure you're compliant with your specific jurisdiction's requirements.

### What payment terms should bookkeepers use?

Most bookkeepers use Net 15 or Net 30 payment terms (payment due within 15 or 30 days of invoice date). For established clients with good payment history, Net 30 is common. For new clients or smaller businesses, Net 15 or even Due Upon Receipt may be more appropriate. Always include late payment fees in your terms (typically 1.5% per month) and discuss payment expectations in your engagement letter before starting work.

### How often should bookkeepers invoice clients?

For monthly retainer clients, invoice at the beginning or end of each month on a consistent date. For hourly bookkeeping work, invoice bi-weekly or monthly depending on hours worked and your cash flow needs. For project work like bookkeeping cleanup, invoice upon completion or at predetermined milestones. Consistency is key - clients appreciate predictable billing cycles and are more likely to pay on time.

### What should bookkeepers include on their invoices?

Professional bookkeeping invoices should include: your business name and contact information, client name and details, unique invoice number, invoice date and due date, detailed service descriptions (monthly bookkeeping, reconciliations, hours worked), rates and amounts, subtotal, any applicable taxes, total amount due, payment terms, accepted payment methods, and your business tax ID or registration number if required.

### Is This Bookkeeping Invoice Template Free to Use?

Yes. This bookkeeping invoice template free download is available with no signup, no credit card, and no hidden fees. It is completely free to download in Excel, Word, or PDF format and use as often as you need. Add your logo and business branding, adjust service descriptions for your specific offerings, modify hourly rates or package pricing, add or remove tax fields based on your location, include your business license numbers, customize payment terms, and adjust the layout to suit your practice.

### How do I handle retainer invoicing as a bookkeeper?

For retainer clients, invoice at the beginning of each billing period with a clear description like "Monthly bookkeeping retainer - March 2024 (includes up to 150 transactions, bank reconciliation, and monthly financial statements)". If clients exceed included transactions or require additional services, add separate line items for overage charges. Many bookkeepers also show hours used vs. hours included for transparency.

### Should bookkeepers require deposits from new clients?

Many bookkeepers require a deposit or first month payment upfront from new clients, especially for larger cleanup projects or businesses with complex needs. A deposit (typically first month service fee or 25-50% of project estimate) protects your time investment, demonstrates client commitment, and filters out non-serious inquiries. Most professional clients expect and respect this practice.

### How do I invoice for bookkeeping cleanup work?

For cleanup projects, most bookkeepers estimate hours required and either provide a project-based flat fee or an hourly estimate with a cap. Invoice at completion for smaller cleanups, or at milestones for larger projects (like after cleaning each month of backlog). Be specific in descriptions: "Bookkeeping cleanup - January 2023 through June 2023 (6 months): transaction entry, categorization, and reconciliation - 42 hours @ $75/hour."

### What software integrations help with bookkeeping invoicing?

Many bookkeepers use practice management software that integrates with QuickBooks, Xero, or other accounting platforms to streamline invoicing. Popular options include QuickBooks Online for invoicing (which syncs with your own books), Receipt Bank or Dext for expense tracking, time tracking tools like Toggl or Harvest, and specialized bookkeeping practice management platforms that handle client communication, time tracking, and invoicing in one place.

### How do I handle clients who dispute bookkeeping invoices?

When a client questions an invoice, respond promptly and professionally. Provide detailed time logs or service documentation showing work completed. Reference your original engagement letter or proposal for scope clarity. Most disputes arise from misunderstandings about scope, so detailed service descriptions prevent issues. For future prevention, send monthly progress summaries and get written approval before performing work outside the original scope.

### Should bookkeepers send receipts after payment?

Yes, always send a receipt or payment confirmation after receiving payment. Mark the original invoice as "Paid" with payment date and method, or send a separate receipt document. This closes the loop professionally, provides both parties with payment proof, and helps with record-keeping. Many accounting software platforms automatically generate and send receipts upon payment.

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- [freelancer](https://invoicemama.com/invoice-template/freelancer)

- [Create this in Invoice Mama](https://app.invoicemama.com/sign-up)

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