Guide · Examples
Invoice examples by industry
The legal parts of an invoice do not change by industry. What changes is how the work is described, how the money is split and what the client needs to approve.
Why the industry changes the invoice
A retainer, a materials markup and a licensing fee are all legitimate charges, but they need different line items and different backup. The invoice should make the pricing model obvious without a call.
Freelancer
Fixed fee, per-unit and hourly lines are common. Show the deposit as an amount paid and bill the balance. Name the deliverable, not the effort.
Contractor
Separate labor (hours at a rate), materials (with receipts) and permits. On larger jobs, bill progress draws and state any retainage. Reference the work order or project address.
Photographer
Session hours, a second shooter, retouching and a gallery fee. Show the booking retainer as paid, and put licensing or usage rights on their own line if the client needs commercial use.
Consultant
Hours, a workshop or day fee, and travel at cost. If the client requires a purchase order, put the PO number on the invoice and reference the statement of work.
Agency
Project fees, a monthly retainer and pass-through media. Media at cost needs the platform invoices attached; a markup needs to be disclosed in the contract.
E-commerce
SKU, variant, quantity, unit price and freight. Wholesale orders may be tax-exempt with a resale certificate; note the exemption instead of showing a zero tax line.
A sample line for each model
| Model | What the line looks like | What to attach |
|---|---|---|
| Fixed fee | Brand identity package — 1 × $4,500 | The scope or quote |
| Hourly | Design work — 12.5 hours × $95 | The timesheet |
| Materials | Tile and adhesive — at cost | Supplier receipts |
| Retainer | Monthly retainer — March 2026 | The retainer agreement |
| Pass-through | Media spend — at cost | Platform invoices |
| Freight | Freight — 3 boxes × $45 | Carrier receipt or tracking |
The line should make the pricing model obvious without a phone call. If the client cannot tell whether they are paying for a deliverable, an hour or a cost you incurred, the invoice will be queried.
What stays the same
- A unique number, issue date and due date.
- The client’s legal name and billing contact.
- A description, quantity and price for every line.
- A total, payment terms and a way to pay.
- A credit note, not an edit, if something needs correcting.
The templates library has filled samples for freelancers, contractors, photographers and agencies, plus blank PDFs for the rest.
Related
Invoice numbering
Sequences that hold up when a client or auditor checks.
What to look for in an invoice template
Fields, formats, privacy and the fine print to check.
How to write an invoice
The seven parts of a US invoice, a worked example and common mistakes.