Private Investigator Invoice Template
A private investigator invoice bills hr, lists labour, services and travel on separate lines and states the terms (Retainer applied first; balance due Net 15). This template is pre-filled for three days of surveillance for an insurance claim, with background research, a written report and video evidence: 7 lines totalling $3,372.00 before tax. Edit it and download the PDF.
Pre-filled for a private investigator: three days of surveillance for an insurance claim, with background research, a written report and video evidence. Example prices: replace them with your own.
From
Oak Lane Private Investigation Agency
114 Market Street
Springfield, IL 62704
billing@example.com
(608) 555-0114
Invoice
Bill to
Alex Morgan
311 Pine Road
Georgetown, TX 78626
client@example.com
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Pre-surveillance background researchAddress, vehicle and public social media check | 3 hr | $75.00 | $225.00 |
| Surveillance, lead investigatorThree 8-hour shifts, logged by date and time | 24 hr | $85.00 | $2,040.00 |
| Second investigator for mobile followDay two only, subject travelled by car | 8 hr | $85.00 | $680.00 |
| Licensed database searches | 3 each | $35.00 | $105.00 |
| Mileage, all investigator vehiclesOdometer log attached | 210 mile | $0.70 | $147.00 |
| Written investigation reportTimeline, observations and timestamped stills | 1 each | $150.00 | $150.00 |
| Video evidence on encrypted USB driveWith chain-of-custody form | 1 each | $25.00 | $25.00 |
- Subtotal
- $3,372.00
- Balance due
- $3,372.00
Notes
Thank you for choosing Oak Lane Private Investigation Agency. Terms: Retainer applied first; balance due Net 15.
Payment details
Bank transfer or card. Please quote the invoice number.
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Private Investigator invoice at a glance
| Typical job | Three days of surveillance for an insurance claim, with background research, a written report and video evidence |
|---|---|
| Main billing unit | hr |
| Usual payment terms | Retainer applied first; balance due Net 15 |
| Deposit practice | Investigators usually require a retainer before any field work, sized to a set number of surveillance hours, and bill the balance against it. |
| Sample lines | 7 lines, $3,372.00 before tax |
| Largest line | Surveillance, lead investigator: $2,040.00 (60%) |
| Labour hours billed | 35 h, $2,945.00 |
| Trade-specific fields | PI agency license no., Case / file no., Claim no., Retaining attorney or adjuster, Investigator(s), Surveillance dates |
Sample private investigator invoice line items
Three days of surveillance for an insurance claim, with background research, a written report and video evidence: 7 lines adding up to $3,372.00, split into labour $2,945.00 (87%), services $150.00 (4%) and travel $147.00 (4%).
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Pre-surveillance background research (Address, vehicle and public social media check) | 3 hr | $75.00 | $225.00 |
| Surveillance, lead investigator (Three 8-hour shifts, logged by date and time) | 24 hr | $85.00 | $2,040.00 |
| Second investigator for mobile follow (Day two only, subject travelled by car) | 8 hr | $85.00 | $680.00 |
| Licensed database searches | 3 each | $35.00 | $105.00 |
| Mileage, all investigator vehicles (Odometer log attached) | 210 mile | $0.70 | $147.00 |
| Written investigation report (Timeline, observations and timestamped stills) | 1 each | $150.00 | $150.00 |
| Video evidence on encrypted USB drive (With chain-of-custody form) | 1 each | $25.00 | $25.00 |
| Subtotal | $3,372.00 | ||
| Total before tax | $3,372.00 |
What a private investigator invoice should include
- Your private investigation agency name, address, phone and email, plus a tax ID if you are registered
- The customer's name and billing address (Alex Morgan in the sample)
- A unique invoice number (INV-2432) and the issue date
- Payment terms and a due date: Retainer applied first; balance due Net 15
- PI agency license no.: for example LIC-367940
- Case / file no.: for example Three days of surveillance for an insurance claim, with background research, a written report and video evidence
- Claim no.: for example See notes
- Retaining attorney or adjuster: for example See notes
- Line items in hr or per item, each with quantity, rate and amount
- How to pay you: bank details, card link or cheque payee
How private investigators bill
Bills investigator hours for surveillance, interviews and research, plus mileage, database search fees and report preparation, drawn against a retainer paid up front.
Private investigators commonly use "Retainer applied first; balance due Net 15", so payment is due 15 days after the invoice date. Investigators usually require a retainer before any field work, sized to a set number of surveillance hours, and bill the balance against it.
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Private Detectives and Investigators $25.18 (employees, not contractor rates). The sample's $75.00 per hour for "Pre-surveillance background research" is 3.0 times that employee figure; a business rate also has to cover insurance, tools, travel, unbilled admin time and profit.
Private Investigator invoicing tips
- Identify the case by file or claim number only and leave the subject's name and findings off the invoice, because invoices are seen by bookkeepers and assistants who have no need to know them.
- Log surveillance by date with start and end times, separate from drive time, so an adjuster can check the shifts against the timeline in your report.
- Address the invoice to the retaining attorney when the attorney hired you, since the engagement and your billing records may matter for privilege questions in the case.
- Show the retainer received, the amount used this invoice and the balance remaining, because surveillance cases often need more hours and the client must decide whether to top up.
Private Investigator billing disputes to head off
- A client may refuse to pay for a day when the subject never left home. Stating in the retainer agreement, and on the invoice, that surveillance time is billed whether or not activity is observed avoids that fight.
- Mileage totals without an odometer log look padded; attaching the log or listing start and end readings for each day keeps the travel line from being cut.
Work a private investigator can bill for
Core tasks of Private Detectives and Investigators (O*NET 33-9021.00, O*NET 29.x task statements, CC BY 4.0). Each can become a line on the invoice.
- Write reports or case summaries to document investigations.
- Search computer databases, credit reports, public records, tax or legal filings, or other resources to locate persons or to compile information for investigations.
- Obtain and analyze information on suspects, crimes, or disturbances to solve cases, to identify criminal activity, or to gather information for court cases.
- Conduct private investigations on a paid basis.
- Testify at hearings or court trials to present evidence.
- Question persons to obtain evidence for cases of divorce, child custody, or missing persons or information about individuals' character or financial status.
How to make a private investigator invoice
-
Add both parties
Enter Oak Lane Private Investigation Agency (your business) and the customer, Alex Morgan, then pi agency license no..
-
Number and terms
Give it a unique number such as INV-2432 and set the terms to Retainer applied first; balance due Net 15.
-
List the work
One line per item: the sample runs from "Pre-surveillance background research" (3 hr) to "Video evidence on encrypted USB drive" (1 each).
-
Check the total
The 7 lines come to $3,372.00; add sales tax only if your state taxes private investigation work.
-
Download and send
Download the PDF or print it, then keep a copy with the private investigation work records.
Frequently asked questions
How do I make a private investigator invoice?
Add your private investigation agency details, the customer, pi agency license no., case / file no., claim no. and retaining attorney or adjuster, then one line per item with quantity and rate. The template above is pre-filled with 7 lines for three days of surveillance for an insurance claim, with background research, a written report and video evidence totalling $3,372.00; change the prices and download the PDF.
How do private investigators charge?
Mostly hr. Bills investigator hours for surveillance, interviews and research, plus mileage, database search fees and report preparation, drawn against a retainer paid up front.
When should a private investigator invoice be paid?
Retainer applied first; balance due Net 15 is the usual arrangement. Investigators usually require a retainer before any field work, sized to a set number of surveillance hours, and bill the balance against it. Put the terms and the due date on the invoice so there is no doubt.
How much do private investigators earn per hour?
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Private Detectives and Investigators $25.18 (employees, not contractor rates). Self-employed rates are usually higher because they cover overhead and unbilled time.