Consolidated Invoice Template
When you manage multiple projects or ongoing engagements for the same client, sending separate invoices for each can create administrative clutter — for both you and your client. A consolidated invoice brings all of those charges together into a single billing document with one payment total, making it easier for the client to review and approve all of your work in one pass. Eonebill's consolidated invoice template is designed for providers who run multiple simultaneous projects with the same client and prefer a unified billing approach.
What Is a Consolidated Invoice?
A consolidated invoice is a single invoice that combines charges from multiple projects, engagements, or billing periods for one client into one document with one grand total. Unlike a batch invoice — which contains multiple separate invoices for multiple clients — a consolidated invoice is focused on a single client and merges their various charges into one unified bill.
Consolidated invoices are common in agency relationships, where a single agency might be running multiple campaigns or retainer engagements for one client. They are also used by professional services firms that have multiple active projects for the same client and want to simplify the client's accounts payable process.
The consolidated invoice serves both parties well. For the client, it reduces the number of invoices to review and approve. For the provider, it reduces the number of invoices to generate, track, and follow up on. The consolidated format signals maturity and organization in the client relationship.
Key Sections of a Consolidated Invoice
Header — Consolidated Invoice Notice
Label the document "CONSOLIDATED INVOICE" so it is clearly distinguished from a standard invoice. Include the consolidated invoice number, date, and billing period. State that this invoice combines multiple projects or engagements and supersedes any prior individual invoices referenced.
Client and Project Summary Table
List all projects or engagements included in this consolidated invoice in a summary table. Include columns for Project Name or Reference, Billing Period, Project Subtotal, and any applicable taxes. This table gives the client the high-level view they need to understand the consolidated total.
Individual Project Line Items (if detailed section is needed)
If each project requires detailed line items (not just a subtotal), include a detailed breakdown section for each project. Present this as a separate mini-invoice for each project, then summarize at the bottom. Do not mix the line items from different projects — keep each project's detail visually distinct.
Credits and Adjustments
If any credits, adjustments, or previously applied payments apply to any of the consolidated projects, include these in a dedicated section and apply them to the appropriate project subtotals before calculating the grand total.
Grand Total
Sum all project subtotals, apply credits, add applicable taxes, and present the grand total in a prominent location. This is the one amount the client needs to pay.
Cross-Reference to Superseded Invoices
List the invoice numbers of any prior individual invoices that this consolidated invoice supersedes. This protects both parties: the client knows which invoices are now closed, and the provider has a clear record of what was consolidated.
Payment Terms
State the payment due date, accepted payment methods, and any late fee policy that applies to the consolidated total.
How to Create a Consolidated Invoice
- Identify all active projects or engagements for this client. Before creating the consolidated invoice, compile a complete list of all projects, retainer periods, or engagements that should be included. Verify with your records that all items are appropriate for consolidation and that no active project should be excluded.
- Calculate each project's subtotal. Compute the subtotal for each project independently. These subtotals are the building blocks of the consolidated invoice and must be accurate before you can build the grand total.
- Review for any credits, adjustments, or payments. Subtract any credits, apply any payments already received, and account for any adjustments. The consolidated invoice should reflect the true current balance, not a gross sum.
- Populate the template. Enter each project and its subtotal in the summary table. If detailed line items are needed for any project, include a detailed breakdown section. Build the grand total from the project subtotals.
- Cross-reference prior invoices. List all individual invoice numbers that this consolidated invoice supersedes. This creates the closure record for those invoices and prevents confusion about whether they have been paid.
- Send with a brief cover communication. Accompany the consolidated invoice with a brief note explaining that the document covers multiple projects, referencing the project list, and providing the consolidated total. This professional cover communication prevents the client from thinking they have been billed twice.
Sample Consolidated Invoice
> CONSOLIDATED INVOICE
>
> FROM: Thornton Advisory Partners
> 1 Financial Plaza, Suite 3400
> Chicago, IL 60603
> billing@thorntonadvisory.com
>
> BILL TO: Lakeshore Manufacturing Corp.
> 2200 Industrial Harbor
> Chicago, IL 60616
> Attn: Controller
>
> Invoice #: CI-2024-0067
> Date: August 15, 2024
> Billing Period: June 1 – July 31, 2024
> Supersedes: INV-2024-0198, INV-2024-0201, INV-2024-0205, INV-2024-0209
>
> PROJECT CONSOLIDATION SUMMARY
>
> | Project | Reference | Billing Period | Amount |
> |---|---|---|---|
> | Strategic Sourcing Advisory — Phase 1 | TH-2023-011 | Jun 1–30 | $18,500.00 |
> | Supply Chain Optimization — Ongoing Retainer | TH-2024-004 | Jun 1–Jul 31 | $12,000.00 |
> | M&A Due Diligence Support | TH-2024-009 | Jul 15–31 | $9,750.00 |
> | Subtotal | | | $40,250.00 |
> | Payments Received | | | ($12,000.00) |
> | Grand Total Due | | | $28,250.00 |
>
> Payment Due: August 30, 2024
> ACH: Thornton Advisory Partners, JPMorgan Chase, Routing #021000021, Acct #990001234
>
> This consolidated invoice covers all active engagements for Lakeshore Manufacturing Corp. as of July 31, 2024. Please remit $28,250.00.
Related Templates
- Batch Invoice Template — Multiple clients in one document
- Professional Invoice Template — General professional billing
- Consulting Invoice Template — Consulting engagements
- Milestone Invoice Template — Milestone-based billing
- Progress Invoice Template — Stage-based project billing