Minute-taking invoice template
Minute-taking invoice template billed by the hour: attending the meeting, drafting minutes with an action list, and changes after the chair's review.
Templates by industry
- Attending the board meeting and taking notes
- Drafting the minutes and action list
- Changes after the chair's review
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Attending the board meeting and taking notes" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Changes after the chair's review". 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.
Boards, committees and owners' associations often bring in a professional minute taker so the members can concentrate on the discussion. The work does not end when the meeting closes: notes become formal minutes with decisions and an action list, and the chair usually reads the draft before it is circulated. This template bills the three parts as separate hours, names the meeting and its date, and leaves what was discussed where it belongs, in the minutes rather than on the invoice.
Fields to prepare
- Deliverables and line items
- Attending the board meeting and taking notes, Drafting the minutes and action list, Changes after the chair's review: record the quantities actually supplied and the service period.
- Attending the board meeting and taking notes
- Count from the agreed start time to the close, plus travel only if your terms include it.
- Drafting the minutes and action list
- Say how many pages the minutes ran to and when the draft was sent, so the turnaround can be checked.
- Changes after the chair's review
- Bill only changes the chair asked for; correcting your own errors is not chargeable.
- 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 attendance, drafting and changes as separate hours, name the meeting and its date, and keep confidential content out of the line descriptions.
Before sending
- Does “Attending the board meeting and taking notes” show the quantity actually supplied, not the quantity first quoted?
- Is “Drafting the minutes and action list” charged at the rate the customer agreed to, with any change approved?
- Is “Changes after the chair's review” finished and accepted, or does it belong on a later invoice?
Show 3 more
- 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: 3 lines in USD, with an example tax rate of 8%.
| Item | Hours × rate | Amount |
|---|---|---|
| Attending the board meeting and taking notes | 3 × $45.00 | $135.00 |
| Drafting the minutes and action list | 4 × $45.00 | $180.00 |
| Changes after the chair's review | 1 × $45.00 | $45.00 |
| Subtotal | $360.00 | |
| Sales tax (8%) | $28.80 | |
| Total | $388.80 | |
Net amount $360.00, sales tax $28.80, total payable $388.80.
- Hours in total: 8.
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 meeting ran an hour over. Do I bill the extra time?
Yes, attendance is billed for the time you were there. Note the actual start and close times on the line so the client can see why the hours differ from the booking.
Can I describe the agenda items on the invoice?
Keep the invoice general: the body, the meeting and its date are enough. Agenda items may be confidential, and the invoice is often handled by people who did not attend.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $28.80 on a net amount of $360.00, for a total of $388.80. 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 Minute-taking 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.