Invoice templates · IT Services
IT Services Invoice Template — Free & Fillable
An IT provider’s invoice has to separate three things clients budget differently: the monthly agreement, the licenses you resell, and the hours that fell outside the agreement. This template starts with a real monthly managed services invoice — devices, server, Microsoft 365, backup, firewall, training — plus one after-hours ticket, each on its own line.
Make your IT services invoice
Prefilled with a sample monthly managed services invoice — every line, the terms and the notes. Swap in your own quantities and rates, add your logo and the customer’s details, and download a clean PDF. Credits like a deposit received go in as a negative rate. No signup, no watermark.
The IT services invoices you’ll actually send
Monthly managed services
One invoice per client per month: each service with its unit — per device, per user, per TB — and the count for the period. When the count changes, the invoice changes with it; name the period so a client comparing two months can see why. Out-of-scope work goes below the agreement lines, clearly labeled, with the ticket reference.
Project invoices
Migrations, server replacements and office moves are billed as tracked time against the quote, often monthly while the project runs, with hardware invoiced when it arrives. Each time entry should say what was done: “Mailbox migration, 23 users, permissions mapped” gets paid; “Project work — 12 hrs” gets questioned.
Break-fix tickets and renewals
Ad-hoc clients get an invoice per ticket — remote time in 15-minute increments, onsite with a minimum, a trip charge, parts. Annual renewals (firewall subscriptions, extended warranties) go out as their own invoice before they lapse, with the term dates on the line.
What goes on a IT services invoice
| Line | How it’s billed | Example |
|---|---|---|
| Managed workstation | Per device, per month | $95 |
| Managed server | Per server, per month | $225 |
| Licenses resold | Per user, per month | M365 Business Premium $22 |
| Cloud backup | Per TB, per month | $95 |
| Remote support | Per hour, 15-minute increments | $135/hr |
| Onsite support | Per hour, 1-hour minimum, plus trip | $150/hr + $65 |
| After-hours | Per hour | $225/hr |
| Hardware | Per unit — model and warranty term | Business laptop $1,489 |
| Annual subscriptions | Per year, term dates on the line | Threat protection $610 |
| Onboarding credit | Negative line on longer agreements | 50% of onboarding |
Example prices come from the Keystone IT demo price book (Columbus, OH). Your market, crew and suppliers will differ — use them for structure, not as a rate card.
What the client sees: recurring vs. out of scope
The prefilled invoice, grouped the way a client’s bookkeeper reads it. The recurring part should be predictable month to month; the out-of-scope part should always come with a reason.
| Agreement services — 15 devices, server, backup, firewall | $1,915.00 |
|---|---|
| Per-user licenses and security training — 12 users | $312.00 |
| Monthly recurring total | $2,227.00 |
| Out of scope — after-hours ticket, 1.5 hours at $225 | $337.50 |
| Invoice total | $2,564.50 |
If you bill in advance instead (common for flat per-user agreements), add a true-up line for devices or users added during the previous month — a positive line for additions, a negative credit for removals — rather than reissuing last month’s invoice.
Payment terms, autopay and hardware
Net 15 is common for managed services, with ACH autopay as the default so a forgotten invoice never turns into a service conversation. Spell out in the agreement whether you bill in advance or in arrears, and on which day.
Hardware is usually invoiced on arrival — or with a deposit up front on large orders — because you’re carrying the cost, and configured hardware is typically non-returnable. Say so on the quote and again on the invoice.
Late charges (1.5% a month after 30 days is common) need to be in the signed agreement, and state rules vary. For clients who drift past due, the agreement should also say what happens to service — and the invoice can remind them.
Working out what an overdue balance has accrued? Use the late fee calculator, or see Net 30 and other payment terms explained.
Licenses, documentation and sales tax
When you resell licenses, show the license name, the count and the per-user price so the client can reconcile it against their tenant. Attach the ticket log to any hourly line; it’s what turns a disputed invoice into a paid one.
Sales tax on IT is a patchwork: hardware is taxable in most states, while managed services, remote support, cloud backup and resold software subscriptions are taxed in some states and exempt in others — and bundling taxable and non-taxable items on one line can make the whole line taxable. Keep them on separate lines and check your state’s rules.
General information, not legal or tax advice — rules differ by state and change over time.
Frequently asked questions
What should an IT services invoice include?
Your company details, the client, the service period, an invoice number and date, then each service with its unit and count (devices, users, TB), licenses resold, out-of-scope hours with ticket references, hardware by model, payment terms and your autopay or late-charge policy.
How do I invoice managed IT services?
Once a month per client: each managed service as a line with its per-device or per-user price and the count for the period, then out-of-scope work listed separately. Bill consistently in advance or in arrears, and name the period on the invoice.
How should out-of-scope IT work be billed?
As separate lines below the agreement, with the date, ticket number, hours and rate — after-hours work at its own rate. Clients accept extra charges they can trace to a ticket; a lump “additional support” line invites a dispute.
Should IT providers charge sales tax?
On hardware, usually yes. On services and subscriptions it depends on the state — some tax managed services or SaaS, others don’t. Keep hardware, services and licenses on separate lines and check your state’s rules.
Before the invoice: the quote
Quoting the job first? The IT services quote template is prefilled with a real network and firewall upgrade, with deposit terms and the fine print written — approve it, do the work, then bill it here with the same lines. Not sure which document you need? Read estimate vs. invoice, or the full invoice checklist.
More trade invoice templates
Or see all invoice templates.