Free bookkeeping invoice generator
Bill the monthly close, catch-up work, payroll runs and filings — with the period named and out-of-scope work visible before it becomes a surprise.
Build your bookkeeping invoice
Prefilled with a monthly package plus catch-up work. Replace the services and rates, then download.
| Description | Qty | Rate | Amount |
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What is a bookkeeping invoice?
A bookkeeping invoice bills for recurring financial work: reconciling accounts, closing the month, running payroll, preparing filings. It is billed by people who bill for a living, which sets an unusually high bar — clients notice a vague invoice from a bookkeeper.
The core is a recurring package with the period named, priced by the complexity of the client: number of accounts, transaction volume, payroll headcount. Value-based monthly pricing is now the norm, and it works precisely because the package is defined.
Around that sit the things that are not in the package: catch-up or clean-up work on prior periods, extra payroll runs, sales tax filings, year-end packages for a CPA, and advisory time. Each belongs on its own line, so the recurring fee stays stable and the extra work is visibly extra.
What to include
Everything below is already in the generator above — this is what each part is for.
Service period
The month or quarter closed. A bookkeeping invoice without a period is the wrong kind of ironic.
Package scope
What the monthly fee covers: accounts reconciled, reports delivered, payroll runs included.
Catch-up or clean-up work
Prior-period work as separate lines with the months covered, priced hourly or per month.
Payroll and filings
Payroll runs, quarterly filings, 1099 preparation and sales tax returns as their own lines.
Advisory or ad hoc time
Calls, cash-flow work or software migration billed at your hourly rate, referenced to an approval.
Software and subscriptions
Accounting or payroll subscriptions billed through you, at cost or with a stated markup.
Three steps to a finished PDF
Enter client and period
Your practice and the client, and the service period in the line descriptions and notes field.
Bill package, then extras
The monthly package first, then catch-up work, payroll, filings and advisory time on separate lines.
Download and send
Download the PDF and send it on the same day each month, ideally with the closing reports.
Pricing recurring accounting work
Price the client, not the hour
Two clients with the same transaction count can take wildly different amounts of work depending on how clean their records are. Price the monthly package on complexity — accounts, volume, payroll, entities — and review it when the business changes shape. Hourly billing rewards slow work and punishes the systems you built.
Bill catch-up work separately, up front
- Clean-up of prior periods is a project, not part of the monthly fee.
- Scope it, quote it and invoice it before starting — clean-up clients are often behind on more than their books.
- Name the months covered on the line so the work is auditable later.
Send the invoice with the reports
The best day to invoice is the day you deliver the close. The value is visible, the client just read your work, and the connection between fee and output is immediate. Invoicing three weeks after the close makes the fee feel like a subscription nobody chose.
Keep advisory time visible
Calls, planning and “quick questions” expand until they are the job. Either include a stated amount of advisory time in the package or bill it hourly with a light approval process. Both are fine; absorbing it silently is what turns a good client into an unprofitable one.
Three mistakes that delay payment
No period named
A recurring fee without the month is unreconcilable — and from a bookkeeper, it undermines the work.
Clean-up inside the package
Prior-period work absorbed into a monthly fee is months of unpaid labour.
Advisory time absorbed
Unbilled calls quietly become the largest line you never charged for.