Business consultant invoice template
A worked example for business consultants in the professional services category, with 2026 prices and the VAT rules that apply.
A business consultant invoice should show a unique invoice number, your name and address, the client's details, the date, each item of work with its price, and the total due. Business consultants typically allow 30 days to pay and take a 30% deposit. VAT at 20% is added only if you are VAT registered.
Example business consultant invoice
Dated 1 October 2026 with 30 day terms and a 30% deposit already received. Names and prices are fictional.
Invoice
INV-0042
From
E. Rossi
Business consultant
43 Castle Street
Bristol
BS1 3DE
Bill to
Brightwater Marketing Ltd
2nd Floor, 15 Queen Street
Manchester
M2 5HX
- Invoice date
- 1 October 2026
- Due date
- 31 October 2026
- Terms
- 30 days
- Reference
- Business consultant work, October 2026
| Description | Qty | Unit price | VAT | Amount |
|---|---|---|---|---|
| Business plan and 3 year financial model, fixed fee, phase 1 of 2 | 1 phase | £2,400.00 | 20% | £2,400.00 |
| Monthly advisory retainer, October 2026, up to 4 hours | 1 month | £600.00 | 20% | £600.00 |
| Additional hours beyond retainer | 2 hours | £150.00 | 20% | £300.00 |
- Subtotal
- £3,300.00
- VAT at 20%
- £660.00
- Total
- £3,960.00
- Less deposit received (30%)
- -£1,188.00
- Balance due
- £2,772.00
Typical rates for business consultants
Guide figures for 2026. Rates vary by region and experience; the VAT figures come from the 2026-27 tax year data.
| Item | Typical figure |
|---|---|
| Typical hourly rate | £70 to £180 |
| Typical day rate | £450 to £1,000 |
| Payment terms | 30 days |
| Deposit | 30% up front |
| VAT flat rate sector | Management consultancy (14%) |
| VAT registration threshold | £90,000 taxable turnover in 12 months |
How do business consultants usually invoice?
Business consultants working with small companies invoice fixed fees per phase for projects such as business plans and funding applications, with 30% on signature, and monthly retainers in advance for ongoing advice with a set number of hours included. Smaller clients pay faster than corporates but need the scope written on the invoice so the fee does not look open-ended. Hours beyond the retainer are invoiced at the end of the month.
Business consultants in this example give the customer 30 days to pay, after a 30% deposit taken before the work starts. Hourly rates run from £70 to £180. A full day is typically £450 to £1,000.
What should a business consultant put on an invoice?
Beyond the legal basics, business consultants should:
- State the phase and deliverable for fixed-fee work, and the hours included for retainers.
- Invoice retainers in advance at the start of the month and extra hours in arrears.
- Take a deposit on project work with new clients; small businesses do fail mid-project.
- Reference the proposal date and number so the invoice ties back to what was agreed.
Every UK invoice, whatever the trade, must also show:
- a unique, sequential invoice number
- your business name and address (and company number if you trade as a limited company)
- the client’s name and address
- the invoice date and, for VAT invoices, the date of supply if different
- a clear description of each item of work or goods
- the amount due and when it must be paid
- your VAT number, the VAT rate per line and the VAT total, if you are VAT registered
Do business consultants charge VAT?
You only charge VAT once registered, which is compulsory when taxable turnover passes £90,000 in any rolling 12 months. Below that, show no VAT line and no VAT number. Once registered, these services are standard rated at 20% for UK clients; services to business clients outside the UK are generally outside the scope of UK VAT.
On the Flat Rate Scheme the sector for business consultants is usually “Management consultancy” at 14% of VAT-inclusive turnover, with a 1% discount in the first year of registration. If you spend little on goods you may be a limited cost trader and have to use 16.5% instead. The scheme suits businesses with few VAT-able costs; check it against the standard method with the VAT calculator before joining.
Source: GOV.UK: Invoicing and taking payment from customers; GOV.UK: VAT Flat Rate Scheme, how much you pay. Last updated .
Frequently asked questions
- How much do business consultants charge?
- Day rates of £450 to £1,000 in 2026 for consultants serving small and medium businesses, with retainers of £500 to £2,000 a month for a few hours of advice. Fixed fees for a business plan with financials run from £1,500 to £5,000. Grant-funded projects are often paid on 30 day terms by the funding body.
- Should a business consultant use retainers?
- Yes where the client needs regular access rather than a defined project. Invoice monthly in advance, state the hours included and the rate for extra hours, and review every three months. Retainers reduce the admin of hourly billing and give the client a known cost.
- Do business consultants charge VAT?
- Once registered, above £90,000 turnover, you charge 20% on fees and recharged expenses to UK clients. Many small business clients are not VAT registered, so VAT is a real cost to them, which is worth bearing in mind when you quote. The flat rate sector is management consultancy at 14%.
More professional services templates
- Consultant invoice template
- Management consultant invoice template
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- HR consultant invoice template
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Cite this page: “Business consultant invoice template”, SoleKit, https://solekit.co.uk/invoice-template/business-consultant