Fixed-price project invoice template
Fixed-price project invoice template: bill the agreed price for the agreed scope, add signed change orders, and pass on excluded costs such as printing at cost.
Templates by industry
- Fixed price per quotation Q-3150, agreed scope
- Change order 1: second language version
- Printing passed on at cost
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Fixed price per quotation Q-3150, agreed scope" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Printing passed on at cost". Match the delivery record to approved quantities and record who accepted the work.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
With a fixed price, the client buys a result rather than time: an annual report laid out and proofed, a set of drawings, an office moved over a weekend. The invoice therefore shows no hours. It names the quotation that set the price and the scope it covered, adds only changes the client signed, and lists separately the costs the quotation excluded from the start, so the fixed figure stays recognisable.
Fields to prepare
- Deliverables and line items
- Fixed price per quotation Q-3150, agreed scope, Change order 1: second language version, Printing passed on at cost: record the quantities actually supplied and the service period.
- Fixed price per quotation Q-3150, agreed scope
- Use the exact price from the quotation; if you split it into instalments, say which share this is.
- Change order 1: second language version
- A change order needs the client’s signature or written approval and its own price before it appears here.
- Printing passed on at cost
- Pass on excluded costs with the supplier’s invoice, and say whether a handling margin was agreed.
- Quantity and billing unit
- Use the agreed unit, such as hours, units or a fixed project, and record both quantity and rate.
- Reference and dates
- Add the purchase reference, service period and delivery date to distinguish this work from other orders.
- Scope to agree
- Refer to the quotation that fixed the price and its scope, bill only signed change orders on top, and say which costs were outside the fixed price from the start.
Before sending
- Does “Fixed price per quotation Q-3150, agreed scope” show the quantity actually supplied, not the quantity first quoted?
- Is “Change order 1: second language version” charged at the rate the customer agreed to, with any change approved?
- Is “Printing passed on at cost” finished and accepted, or does it belong on a later invoice?
Show 3 more
- Separate additional work from the original scope and check its approval record.
- Distinguish included expenses from separately billed expenses and reconcile supporting 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 |
|---|---|---|
| Fixed price per quotation Q-3150, agreed scope | 1 × $5,400.00 | $5,400.00 |
| Change order 1: second language version | 1 × $850.00 | $850.00 |
| Printing passed on at cost | 1 × $310.00 | $310.00 |
| Subtotal | $6,560.00 | |
| Sales tax (8%) | $524.80 | |
| Total | $7,084.80 | |
Net amount $6,560.00, sales tax $524.80, total payable $7,084.80.
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 job took far longer than planned. Can I bill the extra time?
Not under a fixed price, unless the overrun came from a change the client asked for or from something your quotation excluded. Document such causes as they happen; afterwards they are hard to prove.
Should I show a breakdown of the fixed price?
You may, but keep the total identical to the quotation. A breakdown invites line-by-line negotiation, so many firms give it only when the client’s accounts team asks.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $524.80 on a net amount of $6,560.00, for a total of $7,084.80. The editor recalculates all three when you change a quantity, a price or the country.
How should I number invoices?
Use one unbroken sequence per business, never reuse a number, and issue a credit note rather than deleting an invoice you have already sent.
Can I download it as Excel, Word or PDF?
Yes. A PDF needs no account: fill in the template and use Print / PDF. The Excel and Word files download from this page with a free account, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total.
Read next
Reading for the Fixed-price project 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.