Interim fee invoice template
Interim fee invoice template for long matters and engagements: bill fees for work to date and disbursements, and show the period and the total billed so far.
Templates by industry
- Professional fees for work to date
- Disbursements paid on your behalf
- Copying, courier and registry searches
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Professional fees for work to date" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Copying, courier and registry searches". Hand over the final report or activity record with the versions of the inputs reviewed.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
A dispute that runs for a year, an audit spread over a season, a building design that moves through planning: waiting until the end to send one bill leaves the adviser financing the client. An interim fee invoice bills the work done so far at agreed intervals, with the disbursements paid out along the way. It is not the final account, and stating the period covered and the running total keeps the later reconciliation simple.
Fields to prepare
- Deliverables and line items
- Professional fees for work to date, Disbursements paid on your behalf, Copying, courier and registry searches: record the quantities actually supplied and the service period.
- Professional fees for work to date
- Name the period and the hours or stages behind the fee; a short summary of the work done prevents most queries.
- Disbursements paid on your behalf
- List court, registry or filing fees paid for the client one by one, and keep the receipts with the file copy.
- Copying, courier and registry searches
- Small office costs are often covered by the hourly rate; charge them only if the engagement letter allows it.
- Assignment and inputs
- Identify the subject, source versions, and the inputs the client will supply with their due dates.
- Time and completion basis
- State the hourly or fixed-fee basis, meeting allowance, output format and review rounds.
- Scope to agree
- Give the period the fees cover and the total billed so far on the matter, list disbursements with receipts, and say that a final account will follow.
Before sending
- Does “Professional fees for work to date” show the quantity actually supplied, not the quantity first quoted?
- Is “Disbursements paid on your behalf” charged at the rate the customer agreed to, with any change approved?
- Is “Copying, courier and registry searches” finished and accepted, or does it belong on a later invoice?
Show 3 more
- Check whether meeting preparation and follow-up revisions are included in the fee.
- Name the person who can approve additional research or a change in scope.
- 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 |
|---|---|---|
| Professional fees for work to date | 1 × $4,250.00 | $4,250.00 |
| Disbursements paid on your behalf | 1 × $312.00 | $312.00 |
| Copying, courier and registry searches | 1 × $48.00 | $48.00 |
| Subtotal | $4,610.00 | |
| Sales tax (8%) | $368.80 | |
| Total | $4,978.80 | |
Net amount $4,610.00, sales tax $368.80, total payable $4,978.80.
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
How often can I send an interim invoice?
As often as the engagement letter allows, commonly monthly or when a stage closes. If the letter is silent, agree the rhythm with the client before the first one goes out.
What happens to interim invoices when the matter ends?
The final account lists the total fees and disbursements for the whole matter and deducts what the interim invoices already billed, quoting their numbers, so the client pays only the difference.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $368.80 on a net amount of $4,610.00, for a total of $4,978.80. The editor recalculates all three when you change a quantity, a price or the country.
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.
Can I add my logo and signature?
Yes. The From section of the editor has a place for your company logo and for a signature or seal image. Uploading a picture needs a free account, and a member can keep both in settings so that every new document starts with them.
Read next
Reading for the Interim fee invoice template: How to write an invoice: a step-by-step example and Invoice numbering: sequences and corrections. The VAT and GST calculator works out the tax line for you.