Accounting services invoice
Invoice template for accountants: monthly bookkeeping, return filing service and year-end report. Fill it in online, download Excel or Word, or print to PDF.
Templates by industry
- Monthly bookkeeping
- Return filing service
- Year-end report
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Monthly bookkeeping" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Year-end report". Match the client-approved version to the delivered file list and record unresolved items separately.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
Bookkeepers and accountants bill three rhythms on one invoice: a monthly fee for keeping the books, a charge each time a return is prepared, and a larger annual charge at year end. This template keeps them apart so a client can see why one month costs more than the one before. Because late paperwork changes the work, the invoice is also a good place to note when the client's records arrived and which period each line covers.
Fields to prepare
- Deliverables and line items
- Monthly bookkeeping, Return filing service, Year-end report: record the quantities actually supplied and the service period.
- Monthly bookkeeping
- State the month and, if your fee steps up above a certain volume, the number of transactions or bank lines processed.
- Return filing service
- Name the return and the period it covers and bill it once per filing; an amended return caused by late client paperwork can be a separate line.
- Year-end report
- Give the financial year and what was delivered, such as the accounts and working papers, and bill it apart from the last month of bookkeeping.
- Processing period and volume
- Record the service month, transaction or headcount volume, source-data cutoff and missing inputs.
- Approval and delivery
- Name the client reviewer and define delivered files, submission date and included correction rounds.
- Scope to agree
- Record the months kept, the number of entries processed, the filing deadline and the date the client supplied the records.
Before sending
- Does “Monthly bookkeeping” show the quantity actually supplied, not the quantity first quoted?
- Is “Return filing service” charged at the rate the customer agreed to, with any change approved?
- Is “Year-end report” finished and accepted, or does it belong on a later invoice?
Show 3 more
- Agree charges for late inputs and corrections after the cutoff.
- Use necessary service references on the invoice without including detailed personal records.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Monthly bookkeeping | 12 × $300.00 | $3,600.00 |
| Return filing service | 3 × $180.00 | $540.00 |
| Year-end report | 20 × $1,500.00 | $30,000.00 |
| Subtotal | $34,140.00 | |
| Sales tax (8%) | $2,731.20 | |
| Total | $36,871.20 | |
Net amount $34,140.00, sales tax $2,731.20, total payable $36,871.20.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
Can I charge extra when the client sends records after the agreed cutoff?
Only if your engagement letter says so. Then add a separate line for the extra work, with the date the records arrived and the cutoff that was missed, so the charge reads as agreed in advance rather than as a penalty invented afterwards.
Is it all right to bill the year-end fee in instalments?
Yes, if the client agrees; some practices spread it across the monthly invoices. Name the line along the lines of Year-end report, part 4 of 12, with the financial year, so the total is clear when the accounts are delivered.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $2,731.20 on a net amount of $34,140.00, for a total of $36,871.20. The editor recalculates all three when you change a quantity, a price or the country.
Can I use it in another language or currency?
Yes. The document language can be set to any of 33 languages, and changing the country setting updates the currency, the date format and the tax rate.
Can I email it to the customer?
Yes, from your own mail app. With a free account, the editor’s download menu offers Email this document, which opens your mail app with a message about the document already written. QuoteBill sends nothing itself, so save the PDF and attach it before you send.
Read next
Reading for the Accounting services invoice: How to write an invoice: a step-by-step example and Credit note vs invoice (and credit memo): how to issue one. The VAT and GST calculator works out the tax line for you.