Bookkeeper Invoice Template
A bookkeeper invoice bills month, lists labour, services and fees on separate lines and states the terms (Monthly fee due on the 1st by automatic payment; hourly work Net 15). This template is pre-filled for monthly bookkeeping for a café with two bank accounts and a credit card, plus three months of catch-up and payroll for six employees: 7 lines totalling $1,878.00 before tax. Edit it and download the PDF.
Pre-filled for a bookkeeper: monthly bookkeeping for a café with two bank accounts and a credit card, plus three months of catch-up and payroll for six employees. Example prices: replace them with your own.
From
Westbrook Bookkeeping
790 Market Street
Springfield, IL 62704
billing@example.com
(615) 555-0190
Invoice
Bill to
Morgan Ellis
63 Linden Place
Fairview, OR 97024
client@example.com
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Monthly bookkeeping, up to 250 transactionsCategorization, bank and card reconciliations, month-end close | 1 month | $450.00 | $450.00 |
| Catch-up bookkeeping, January to MarchReconciled to bank and card statements | 14 hr | $55.00 | $770.00 |
| Payroll processing, two pay runs | 6 employee | $18.00 | $108.00 |
| Quarterly sales tax return preparation and filing | 1 each | $85.00 | $85.00 |
| Vendor bill entry and payment scheduling | 3 hr | $50.00 | $150.00 |
| Year-end package for the tax preparerAdjusted trial balance, fixed asset list, open items memo | 1 each | $250.00 | $250.00 |
| Cloud accounting subscription, at cost | 1 month | $65.00 | $65.00 |
- Subtotal
- $1,878.00
- Balance due
- $1,878.00
Notes
Thank you for choosing Westbrook Bookkeeping. Terms: Monthly fee due on the 1st by automatic payment; hourly work Net 15.
Payment details
Bank transfer or card. Please quote the invoice number.
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Bookkeeper invoice at a glance
| Typical job | Monthly bookkeeping for a café with two bank accounts and a credit card, plus three months of catch-up and payroll for six employees |
|---|---|
| Main billing unit | month |
| Usual payment terms | Monthly fee due on the 1st by automatic payment; hourly work Net 15 |
| Deposit practice | Catch-up projects are often billed half in advance, because how far behind the books are only becomes clear once the statements arrive. |
| Sample lines | 7 lines, $1,878.00 before tax |
| Largest line | Catch-up bookkeeping, January to March: $770.00 (41%) |
| Labour hours billed | 17 h, $920.00 |
| Trade-specific fields | Client entity name, Period covered, Accounts reconciled, Transaction count, Accounting file / company ID |
Sample bookkeeper invoice line items
Monthly bookkeeping for a café with two bank accounts and a credit card, plus three months of catch-up and payroll for six employees: 7 lines adding up to $1,878.00, split into labour $920.00 (49%), services $893.00 (48%) and fees $65.00 (3%).
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Monthly bookkeeping, up to 250 transactions (Categorization, bank and card reconciliations, month-end close) | 1 month | $450.00 | $450.00 |
| Catch-up bookkeeping, January to March (Reconciled to bank and card statements) | 14 hr | $55.00 | $770.00 |
| Payroll processing, two pay runs | 6 employee | $18.00 | $108.00 |
| Quarterly sales tax return preparation and filing | 1 each | $85.00 | $85.00 |
| Vendor bill entry and payment scheduling | 3 hr | $50.00 | $150.00 |
| Year-end package for the tax preparer (Adjusted trial balance, fixed asset list, open items memo) | 1 each | $250.00 | $250.00 |
| Cloud accounting subscription, at cost | 1 month | $65.00 | $65.00 |
| Subtotal | $1,878.00 | ||
| Total before tax | $1,878.00 |
What a bookkeeper invoice should include
- Your bookkeeping business name, address, phone and email, plus a tax ID if you are registered
- The customer's name and billing address (Morgan Ellis in the sample)
- A unique invoice number (INV-1148) and the issue date
- Payment terms and a due date: Monthly fee due on the 1st by automatic payment; hourly work Net 15
- Client entity name: for example See notes
- Period covered: for example 13 November 2026
- Accounts reconciled: for example CUST-562
- Transaction count: for example See notes
- Line items in month or per item, each with quantity, rate and amount
- How to pay you: bank details, card link or cheque payee
How bookkeepers bill
Bookkeepers mostly charge a fixed monthly fee set by transaction volume and the number of accounts, with catch-up work and payroll billed by the hour or per employee.
Bookkeepers commonly use "Monthly fee due on the 1st by automatic payment; hourly work Net 15", so payment is due 15 days after the invoice date. Catch-up projects are often billed half in advance, because how far behind the books are only becomes clear once the statements arrive.
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Bookkeeping, Accounting, and Auditing Clerks $23.66 (employees, not contractor rates). The sample's $55.00 per hour for "Catch-up bookkeeping, January to March" is 2.3 times that employee figure; a business rate also has to cover insurance, tools, travel, unbilled admin time and profit.
Bookkeeper invoicing tips
- Print the period covered and the accounts reconciled on each monthly invoice, such as March 2026 operating checking, savings and Visa ending 4412, so the client can see what the monthly fee bought.
- State the transaction ceiling your monthly fee assumes and bill months that go over at a stated rate, because a busy season or a new sales channel can push volume well past the original quote.
- Bill catch-up work separately from the ongoing monthly fee and name the months caught up, since owners who fell behind otherwise expect the backlog to be absorbed by the monthly price.
- If you pay the client's accounting software and rebill it, show it at cost with the subscription period; if the client pays directly, say so on the invoice so nobody pays twice.
Bookkeeper billing disputes to head off
- Owners who hand over receipts late blame the bookkeeper for a slow close; a document cut-off date printed on the invoice puts the responsibility where it belongs.
- Running payroll or filing sales tax as a favor makes it hard to charge for later, so give each filing its own line from the first month.
Work a bookkeeper can bill for
Core tasks of Bookkeeping, Accounting, and Auditing Clerks (O*NET 43-3031.00, O*NET 29.x task statements, CC BY 4.0). Each can become a line on the invoice.
- Check figures, postings, and documents for correct entry, mathematical accuracy, and proper codes.
- Operate computers programmed with accounting software to record, store, and analyze information.
- Comply with federal, state, and company policies, procedures, and regulations.
- Debit, credit, and total accounts on computer spreadsheets and databases, using specialized accounting software.
- Classify, record, and summarize numerical and financial data to compile and keep financial records, using journals and ledgers or computers.
- Code documents according to company procedures.
How to make a bookkeeper invoice
-
Add both parties
Enter Westbrook Bookkeeping (your business) and the customer, Morgan Ellis, then client entity name.
-
Number and terms
Give it a unique number such as INV-1148 and set the terms to Monthly fee due on the 1st by automatic payment; hourly work Net 15.
-
List the work
One line per item: the sample runs from "Monthly bookkeeping, up to 250 transactions" (1 month) to "Cloud accounting subscription, at cost" (1 month).
-
Check the total
The 7 lines come to $1,878.00; add sales tax only if your state taxes bookkeeping.
-
Download and send
Download the PDF or print it, then keep a copy with the bookkeeping records.
Frequently asked questions
How do I make a bookkeeper invoice?
Add your bookkeeping business details, the customer, client entity name, period covered, accounts reconciled and transaction count, then one line per item with quantity and rate. The template above is pre-filled with 7 lines for monthly bookkeeping for a café with two bank accounts and a credit card, plus three months of catch-up and payroll for six employees totalling $1,878.00; change the prices and download the PDF.
How do bookkeepers charge?
Mostly month. Bookkeepers mostly charge a fixed monthly fee set by transaction volume and the number of accounts, with catch-up work and payroll billed by the hour or per employee.
When should a bookkeeper invoice be paid?
Monthly fee due on the 1st by automatic payment; hourly work Net 15 is the usual arrangement. Catch-up projects are often billed half in advance, because how far behind the books are only becomes clear once the statements arrive. Put the terms and the due date on the invoice so there is no doubt.
How much do bookkeepers earn per hour?
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Bookkeeping, Accounting, and Auditing Clerks $23.66 (employees, not contractor rates). Self-employed rates are usually higher because they cover overhead and unbilled time.