Apostille service invoice template
Apostille service invoice template: your handling fee per document, the authority's fee at cost, courier trips and scans, kept on separate lines.
Templates by industry
- Apostille handling, per document
- Authority fee, passed on at cost
- Courier to and from the issuing office
- Scan of the legalised documents
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Apostille handling, per document" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Scan of the legalised documents". 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.
A diploma, a company extract or a power of attorney used abroad often needs an apostille or a consular legalisation first, and many people hand the errand to an agent. The agent does not vouch for what the papers say; it carries them through the right offices and pays the fees on the way. This template separates the agent's own charge per document from the authority's fee passed on at cost, so the client sees exactly what was earned and what was paid out.
Fields to prepare
- Deliverables and line items
- Apostille handling, per document, Authority fee, passed on at cost, Courier to and from the issuing office, Scan of the legalised documents: record the quantities actually supplied and the service period.
- Apostille handling, per document
- Name each document and the country it is going to, as the route through the offices depends on both.
- Authority fee, passed on at cost
- Enter the fee exactly as the authority's receipt shows it, and leave the line out where no fee was charged.
- Courier to and from the issuing office
- Give the dates of the trips or the tracking numbers, so the client can follow where the originals were.
- Scan of the legalised documents
- Say the scan is a copy for reference only; the client still needs the stamped originals.
- 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
- Bill your handling per document, pass the authority's fee on at the amount on its receipt, and never describe the service as confirming what the documents say.
Before sending
- Does “Apostille handling, per document” show the quantity actually supplied, not the quantity first quoted?
- Is “Authority fee, passed on at cost” charged at the rate the customer agreed to, with any change approved?
- Is “Courier to and from the issuing office” finished and accepted, or does it belong on a later invoice?
Show 4 more
- Does “Scan of the legalised documents” show the quantity actually supplied, not the quantity first quoted?
- 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: 4 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Apostille handling, per document | 3 × $40.00 | $120.00 |
| Authority fee, passed on at cost | 3 × $12.00 | $36.00 |
| Courier to and from the issuing office | 1 × $25.00 | $25.00 |
| Scan of the legalised documents | 1 × $8.00 | $8.00 |
| Subtotal | $189.00 | |
| Sales tax (8%) | $15.12 | |
| Total | $204.12 | |
Net amount $189.00, sales tax $15.12, total payable $204.12.
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
The authority refused a document. Can I still bill my handling?
Bill the work done if your terms say so, and state the reason for the refusal. Do not pass on a fee the authority returned; if it was refunded, leave that line off.
Is tax charged on the authority's fee?
How a fee paid on the client's behalf is treated for tax varies. Check the rule that applies to you and set the tax on that line accordingly; your own handling fee is part of your service.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $15.12 on a net amount of $189.00, for a total of $204.12. 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 change the layout and colour?
Yes. The editor offers other layouts and a document colour for the printed page. Changing them moves no figure: the lines and totals stay as they are, and the PDF, Word and Excel files follow the layout you pick.
Read next
Reading for the Apostille service invoice template: How to write an invoice: a step-by-step example and Invoice payment terms: Net 15, Net 30, due dates. The VAT and GST calculator works out the tax line for you.