Start with your business and client details
Add your name or business identity, contact details and the client's correct billing information. Include an invoice number and issue date. A project name, billing period or agreed reference helps the client connect the invoice to the work. Use the notes or item description for those details instead of relying on a vague line such as 'services'.
Consulting invoice example: hourly work
For this fictional USD example, enter 'Consulting session and follow-up, 1–5 September' as the description, 5 as Quantity, hour as Unit and 80 as Rate. The line total is $400 before other settings. This shows what the five hours cover; it does not claim the tool measured those hours. Use your own work records to enter the agreed quantity.
Check tax settings and any amount paid separately.
Freelance invoice example: a fixed project
A fixed-fee design project can use two lines: 'Agreed design package' with quantity 1 and rate $500, and 'Additional revision package' with quantity 1 and rate $250. The subtotal is $750. Keep agreed extras separate so the client can understand the charge. These are fictional examples, not suggested market prices.
Describe milestones and billing periods
For a milestone invoice, state which milestone the charge covers and use the amount agreed with the client. For ongoing services, include the relevant date range in the description or notes. LyfPDF does not manage your contract, track time or automatically trigger invoices when work is complete. Enter and check the details yourself.
Choose a freelance or consulting template
The freelance invoice template gives project billing a branded presentation. The consulting invoice template is another style choice for professional service charges. Both use the same underlying item fields. Choose by readability and branding; changing the design should retain your entered items.
Add payment terms and review the total
Show the agreed due date and payment instructions. If a deposit has already been received, enter the actual amount paid and check the remaining balance. Do not record a promised payment as received. Read the payment terms guide for a worked balance example.
Save your setup for the next job
Use Save project to download an editable JSON copy. When reopening it, update the customer, project description, invoice number, dates and charges. Review any tax settings before exporting the next PDF. A saved project makes manual reuse easier; it is not automatic recurring billing.
Frequently asked questions
Can I mix hourly work and fixed fees?
Yes. Use separate line items. Enter hours and an hourly rate for time-based work, and quantity one with the agreed fee for a fixed-price service.
Where do I put the billing period?
Put the date range in the relevant item description or notes. Check that it appears clearly in the downloaded invoice.
Put this guide into practice
Read the template details or compare all 19 gallery options.
Related invoice guides
Updated 27 September 2026 · LyfPDF · Invoice help v87