IT support invoice
Invoice template for IT support providers: office PC setup, account access recovery and remote technical support. Fill it in online or download Excel or Word.
Templates by industry
- Office PC setup
- Account access recovery
- Remote technical support
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Office PC setup" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Remote technical support". Deliver the agreed test results and configuration notes, and assign owners for outstanding items.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
Small offices without their own IT staff call in a support provider when a new employee starts, a password is lost or a printer stops working. This invoice collects those jobs for a period, usually a month, with setups, account recoveries and remote support time on separate lines. An office manager approving it can then see which requests cost what, and match each line to a request they remember.
Fields to prepare
- Deliverables and line items
- Office PC setup, Account access recovery, Remote technical support: record the quantities actually supplied and the service period.
- Office PC setup
- Bill per computer set up and name the user or asset tag, with what was installed, such as the office suite and email.
- Account access recovery
- Quote the ticket number and the type of account recovered, but never write passwords or security answers on the invoice.
- Remote technical support
- Bill remote time in agreed blocks, for example 15 minutes, and list each session’s date and issue.
- Environment and dependencies
- Record target systems, integration counts, data volume and who supplies test access.
- Acceptance and support
- Set acceptance scenarios, the review window, support duration after handover and excluded work.
- Scope to agree
- Record the number of configured PCs, account-recovery ticket references and remote-support hours per task.
Before sending
- Does “Office PC setup” show the quantity actually supplied, not the quantity first quoted?
- Is “Account access recovery” charged at the rate the customer agreed to, with any change approved?
- Is “Remote technical support” finished and accepted, or does it belong on a later invoice?
Show 3 more
- Separate third-party service charges from implementation fees.
- Agree who handles the production transition and what recovery work is included if it fails.
- 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 |
|---|---|---|
| Office PC setup | 1 × $300.00 | $300.00 |
| Account access recovery | 6 × $450.00 | $2,700.00 |
| Remote technical support | 6 × $95.00 | $570.00 |
| Subtotal | $3,570.00 | |
| Sales tax (8%) | $285.60 | |
| Total | $3,855.60 | |
Net amount $3,570.00, sales tax $285.60, total payable $3,855.60.
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
Where does hardware I bought for the client go?
On separate lines with model and serial number, so a warranty claim later can be traced to this invoice. Keep the labor for installing it on its own line, apart from the equipment price.
How do I bill a visit to the office instead of remote help?
Add an on-site line with the visit date and travel time, apart from remote support. Many providers charge a minimum for each visit; if you do, it belongs in your terms before it appears on an invoice.
A problem took several sessions to fix. How should it look?
Either one line for the issue with the total time and the session dates in its text, or one line per session if the client approves each separately. In both cases name the issue once, so it is not read as several problems.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $285.60 on a net amount of $3,570.00, for a total of $3,855.60. 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.
Read next
Reading for the IT support invoice: 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.