Bookkeeper invoice template
Bookkeeping is recurring monthly work, and the invoice should define transaction volume and scope boundaries. Build one below — prefilled bookkeeper services, payment terms, PDF download, and a public payment link.
How bookkeeper invoicing actually works
Bookkeeping is priced on volume and complexity — transaction count, number of accounts reconciled, payroll headcount, entities and sales-tax jurisdictions. Pricing without stating those variables means every client whose business grows becomes progressively less profitable while believing their fee is fixed. State the band the price assumes and how it is reviewed.
Catch-up work is a different product from ongoing bookkeeping and should be quoted separately after a diagnostic. Cleaning up eighteen months of unreconciled accounts is a project; keeping current books is a subscription.
What belongs on a bookkeeper invoice
Beyond the universals — your details, the customer's details, a unique invoice number, dates, totals and payment terms — these are the lines that matter in this trade.
- Period covered and services included
- Month or quarter, and precisely which functions — reconciliation, AP, AR, payroll, sales tax.
- Volume band the fee assumes
- Transaction count, accounts and entities, with how a change in volume is handled.
- Catch-up or clean-up work, separately
- Quoted per period being cleaned up, not folded into the recurring fee.
- Scope boundary on tax and advice
- Whether tax preparation, filing or advisory is included, and by whom.
Line items this template starts with
These are the prefilled starting values in the BillingDone bookkeeper template — a starting point to edit, not a survey of market rates. Set your own prices once and they save for next time.
| Service | Unit | Starting price |
|---|---|---|
| Bookkeeping hourly | Hour | $75.00 |
| Monthly bookkeeping | Project | $450.00 |
| Account cleanup | Project | $950.00 |
| Bank reconciliation | Each | $85.00 |
| Financial reports | Project | $175.00 |
| Payroll support | Each | $125.00 |
| Rush close fee | Each | $150.00 |
| Small business monthly plan | Project | $650.00 |
Getting paid as a bookkeeper
- Recurring monthly billing in advance, on autopay. It is a subscription and should behave like one.
- Quote catch-up work as a fixed project after reviewing the file, with payment before the cleaned books are handed over.
- Review pricing annually against actual volume, and say on the invoice that the fee assumes a volume band. Silent scope growth is the trade's structural problem.
Example invoice wording: Completed monthly bookkeeping, reconciled accounts, and delivered financial reports.
Bookkeeper invoicing questions
What should a bookkeeper invoice include?
A bookkeeper invoice should include your business details, the customer's contact information, itemized services, materials or fees, taxes, payment terms, a due date, and a clear total due.
Can bookkeepers send invoices from a phone?
Yes. BillingDone is designed for fast mobile invoice creation so you can create, send, and collect payment while you are still on site.
Can I save common services?
Yes. Start with the built-in Quick Add Invoice Library, then save custom services, prices, and descriptions for your own repeat work.
How should bookkeeping fees be structured?
As a recurring monthly fee tied to a stated volume band — transaction count, accounts reconciled, payroll headcount and entities — with a defined process for reviewing the fee when volume moves outside the band.
Should catch-up bookkeeping be charged separately?
Yes, as a fixed project quoted after reviewing the file, priced per period being cleaned. It is fundamentally different work from maintaining current books and should never be absorbed into the recurring fee.
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e.g. "Invoice Mike for faucet repair $225 due Friday"Bill to
Items
Adjustments
Recurring schedule
Auto-generate this invoice on a schedule. Perfect for cleaners, lawn care, IT support, retainers.
Payments
Record cash, check, Zelle, Venmo, or any partial payment. The public invoice shows the remaining balance automatically.
Job photos
Before/after photos reduce disputes and look professional on the PDF. 0/8
Summary
- Subtotal
- $0.00
- Tax
- $0.00
- Total due
- $0.00