Managed IT services invoice template
Managed IT services invoice template: monthly fees per workstation and server, backup storage and on-site visits outside the plan, each on its own line.
Templates by industry
- Device management, per workstation per month
- Server monitoring and patching, per server
- Cloud backup storage, per 100 GB
- On-site visit outside the plan
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Device management, per workstation per month" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "On-site visit outside the plan". Deliver the service record, materials used, unresolved issues and the agreed next visit date.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
A small office that hands its computers to an outside provider pays a monthly amount that moves with the number of machines. When a new hire gets a laptop or an old server is retired, the invoice should show it. This template bills the plan per workstation and per server, backup storage in blocks, and keeps anything the plan does not cover, such as an urgent visit to the office, on a line of its own with the ticket number.
Fields to prepare
- Deliverables and line items
- Device management, per workstation per month, Server monitoring and patching, per server, Cloud backup storage, per 100 GB, On-site visit outside the plan: record the quantities actually supplied and the service period.
- Device management, per workstation per month
- Count the devices enrolled on the billing date and say how a machine added mid-month is charged.
- Server monitoring and patching, per server
- Name each server and what was patched, so the client can match the line to the maintenance window.
- Cloud backup storage, per 100 GB
- Bill storage in the blocks the plan uses and state the amount actually stored this month.
- On-site visit outside the plan
- Quote the ticket number, date and hours of the visit, and why remote help was not enough.
- Assets and visits
- Record the asset or area, visit dates, visit count and access arrangements.
- Labor and materials used
- Separate labor hours, quantities of parts or consumables, and work outside the recurring scope.
- Scope to agree
- Bill the plan by the device or user count for the month, keep work outside the plan on separate lines, and attach the ticket or visit reference for each.
Before sending
- Does “Device management, per workstation per month” show the quantity actually supplied, not the quantity first quoted?
- Is “Server monitoring and patching, per server” charged at the rate the customer agreed to, with any change approved?
- Is “Cloud backup storage, per 100 GB” finished and accepted, or does it belong on a later invoice?
Show 4 more
- Does “On-site visit outside the plan” show the quantity actually supplied, not the quantity first quoted?
- Match extra parts and return-visit charges to approved work.
- Record the initial condition and the post-service checks.
- 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 |
|---|---|---|
| Device management, per workstation per month | 18 × $35.00 | $630.00 |
| Server monitoring and patching, per server | 2 × $90.00 | $180.00 |
| Cloud backup storage, per 100 GB | 4 × $12.00 | $48.00 |
| On-site visit outside the plan | 1 × $140.00 | $140.00 |
| Subtotal | $998.00 | |
| Sales tax (8%) | $79.84 | |
| Total | $1,077.84 | |
Net amount $998.00, sales tax $79.84, total payable $1,077.84.
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
A user left mid-month. Do I still bill their laptop?
Follow the plan: most count the devices enrolled on a set day of the month. Remove the device from next month's count and say so in the notes, so the client sees the change coming.
Where do hardware purchases go?
On separate lines with the model and serial number, or on an invoice of their own, never inside the plan fee. Hardware is resold goods while the plan is a service, and the client books them differently.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $79.84 on a net amount of $998.00, for a total of $1,077.84. 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 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 Managed IT services 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.