Fixed fees, hours and expenses

Consulting invoicing software

Consulting invoicing software for independent consultants and small firms. A fixed-fee milestone, the hours logged on an engagement and the flight you rebill all reach one invoice on net 30 terms, and corporate clients pay by ACH.

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Consulting invoice example

A strategy engagement's first milestone, with extra workshop hours and travel.

Smarfle · Consulting invoice

Invoice

CN-0115

Net 30

Sent · awaiting payment

Bill to

Brightwell Logistics

Attn. accounts payable · Lake Mary FL 32746

Market assessment, milestone 1

1

$12,000.00

Workshop facilitation

5 hrs

$1,250.00

Travel, flight and hotel

1

$684.00
Total due$13,934.00
Emailed to accounts payablePay by ACH

Example with sample data

Milestones from the proposal

Send the proposal as an estimate the sponsor signs, with a deposit if you want one up front. Each milestone is then billed separately on the engagement.

Estimates and e-signatures

Hours on top of the fee

Work outside the fixed fee is logged as billable time. Invoice the engagement and those hours show up as lines, ready to trim before the bill goes out.

Time tracking

Travel and expenses rebilled

Flights, hotels and research subscriptions go on the engagement as expenses, so the rebill line matches what you paid and nothing is missed at month end.

Job expenses

Net terms and reminders

Set net 30 as your default, and an open invoice gets reminders at 3, 7 and 14 days after it falls due. Accounts payable gets a copy as a billing contact.

Invoicing

Consulting invoicing features

What it does

  • Signed proposals with depositsE-signed estimates
  • Billable hours to invoice linesEdit before sending
  • Expenses kept per engagementRebill as lines
  • Net terms and remindersOverdue invoices flagged

What it doesn't do

  • Multi-currency invoicesUS dollars only
  • Purchase order matchingPut the PO in the notes
  • Vendor portal uploadsUpload to the client's portal yourself
  • Rates by client or roleOne rate per consultant

Smarfle vs HubSpot for consultants

SmarfleHubSpot
Entry planSolo $19, 1 userFree CRM, or Starter $20
Mid planStarter $99, 5 usersProfessional from $890
Deal pipelines and sales forecasting Limited Yes
Large third-party app marketplace No Yes
Self-serve signup with no sales call Yes Yes
Full Smarfle vs HubSpot comparison Smarfle vs ThryvSmarfle vs GoHighLevel

Consulting invoicing pricing

An independent consultant needs only Solo, $19 a month, and payments carry Stripe processing plus Smarfle's 0.5%.

Solo

Sole operators getting started

$19/mo
  • 1 user
  • Up to 500 clients
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Starter

Small teams adding tools and growth

$99/mo
  • Up to 5 users (1 owner + 4 techs)
  • Up to 2,000 clients
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Most Popular

Professional

Growing service businesses

$199/mo
  • Up to 10 users
  • Up to 5,000 clients
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Business

Multi-location operations

$349/mo
  • Up to 30 users
  • Up to 10,000 clients
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SMS, email, AI, and voice are billed pay-as-you-go. See every plan and usage rate →

Consulting invoice questions

Yes. Proposals, milestones, hours and expenses bill from each engagement in one account.
Yes. The milestone and the logged hours can share one invoice.
Yes. Record the cost as an expense on the engagement and add it to the invoice.
No. Invoices are in US dollars only.
The invoice is flagged overdue and the client is reminded up to three times over the next two weeks.
Yes. Pick the client's open engagements on one invoice, and each one's lines fill in.
Yes. A monthly retainer lives under billing, apart from your milestone invoices.
Yes. Their page lists past invoices and a statement of what is still open.

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