For consultants

Invoicing built for consultants

Retainers, project fees, milestones, expense passthroughs, all on the same invoice. Your client adds a PO number, fixes the billing entity, forwards to AP, and approves for payment from one private link. No logins for them, no follow-up emails for you.

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Where consulting invoices break down

A consulting invoice is rarely just "hours times rate." There is a retainer, a milestone, a passthrough expense, and a deliverable acceptance step. Generic invoicing tools force all of that into a single flat list and lose the structure your client's finance team needs.

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Mixing retainers, fixed fees, and T&M on one invoice

A monthly retainer line, two milestone fees, and a few hours of overage. Most tools make you fudge the description field. JupiterInvoice keeps each as its own line with quantity, rate, and notes.

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Expense passthroughs need backup

Travel, software, contractor costs. AP wants them itemized and clearly marked as reimbursable. We let you tag lines, attach context in the comment thread, and keep them visually distinct from your fees.

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Statement of work numbers and PO numbers diverge

Your SOW says one number. AP enters a different PO. Without a single shared link, those references drift across email threads and slow payment by weeks.

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Approval chains add days

The engagement lead approves, then finance, then AP. Each handoff loses context. A shared link with comments and a clear approve button collapses that chain.

What consultants use JupiterInvoice for

Retainer + project + expenses on one invoice

Mix line types freely. Each line has its own quantity, rate, and tax treatment. Your retainer reads as a retainer, not as 1.0 unit of "services."

Recipient editing for AP

Your client's AP team adds the PO number, corrects the billing entity, and updates the AP contact directly on the invoice. You see every change.

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Comment thread per invoice

Questions about scope, expense backup, or net terms stay attached to the invoice instead of fragmenting across email.

Made for the way consulting actually gets paid

Consulting is a relationship business with a finance department in the middle. The invoice is where the relationship and the finance department meet. JupiterInvoice is built for that handoff:

  • •Wire transfer details (SWIFT, IBAN, ACH routing) on every invoice for international clients.
  • •Multiple sender profiles if you bill under a personal name and an LLC.
  • •Custom invoice numbering schemes that match your SOW references.
  • •Quotes that convert to invoices in one click, so the engagement and the bill use the same line items.

Consultant FAQ

What is the best invoicing software for independent consultants?
The best invoicing software for consultants supports mixed line types (retainer, fixed fee, hourly, expenses) on the same invoice, lets your client's AP team add a PO number without an account, and ships wire transfer details for international clients. JupiterInvoice does all three for free, which is why consultants use it instead of Stripe Invoicing or QuickBooks Self-Employed.
Can I invoice a retainer and a project fee on the same invoice?
Yes. Each invoice supports unlimited line items with independent rates, quantities, and tax treatment. A common consulting invoice has one line for the monthly retainer, one or two lines for milestone fees, and a few lines for reimbursable expenses, all on a single invoice.
How do consultants handle reimbursable expenses on an invoice?
Add expense items as their own lines with a clear description and amount. You can drop notes on the invoice with vendor names and dates so AP has the backup they need. For receipts, attach them in the comment thread or upload as a separate document. JupiterInvoice does not mark up expenses automatically, so what you bill is what you paid.
Do my consulting clients need an account to view or approve invoices?
No. The invoice link is everything they need. They can view it, add a PO number, correct the billing entity, forward it to AP, leave comments, and approve it for payment without ever creating an account.
Can I send invoices in multiple currencies for international consulting work?
Yes. Pick the invoice currency on creation. Each sender profile carries its own bank details (USD ACH, EUR IBAN, GBP sort code, plus SWIFT for the rest), and these appear on the invoice for your client to wire against. There is no per-invoice currency fee.
How does JupiterInvoice compare to QuickBooks for consultants?
QuickBooks is full bookkeeping software with invoicing as one feature; JupiterInvoice is dedicated invoicing. If you need a general ledger, P&L statements, and tax filing, use QuickBooks. If you just need to send a clean, collaborative invoice and get paid, JupiterInvoice is faster, simpler, and free.
What about 1099s and W-9s for US consulting clients?
Your sender profile supports a Tax ID field that appears on every invoice, which most US clients use to fill out a 1099 at year end. We also have a free W-9 / W-8BEN picker tool so you can figure out which form to send your client without calling your CPA.
Is there a per-invoice fee?
No. JupiterInvoice is free for unlimited invoices at any dollar amount. Every sent invoice carries a small "Powered by JupiterInvoice" footer; the paid plan removes it for $12 a month.

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