InvoiceFlow for Accountants and Bookkeepers: Complete Billing Guide

The invoicing system built for CPAs, bookkeeping consultants, tax preparers, and accounting professionals

Accounting and bookkeeping billing spans monthly recurring retainers, annual tax preparation, business entity returns with deposits, advisory consulting, and corporate client PO requirements. InvoiceFlow handles all of them from one Android app.

Monthly Bookkeeping Retainer Invoices

Recurring monthly invoices auto-generated on the first of each month:

“Monthly Bookkeeping Services — [Business Name] — [Month Year]: Service: Monthly Bookkeeping — [Tier Name] Scope: [Transaction limit], bank and credit card reconciliation, monthly P&L and balance sheet, [additional services per tier] Period: [Month 1] – [Month 30], [Year] Monthly fee: $650.00 Payment Terms: Net-15”

Sample tier structure:

Starter ($350/month): up to 150 transactions, bank reconciliation, monthly summary
Growth ($650/month): up to 350 transactions, full reconciliation, monthly financials, quarterly estimates
Business ($1,100/month): up to 700 transactions, payroll journals, quarterly tax planning
Enterprise ($1,800/month): unlimited transactions, full-service, annual tax included

Set InvoiceFlow to auto-generate the retainer invoice on the 1st. Client receives it consistently, pays on Net-15, and the accounting stays current.

Tax Preparation Invoices

Invoice Flow app recurring invoices of an accounting practice — monthly bookkeeping retainers and a semi-monthly payroll processing account — The retainers and the payroll account bill themselves on the 1st — the irony ends here.

Annual tax clients invoiced on return completion:

“Tax Preparation Services — [Client Name] — Tax Year [Year]: Service: Individual Federal + State Tax Return Forms prepared: [List forms — 1040, Schedule C, Schedule E, State Return] Prior year comparison: Included E-filed: Upon payment confirmation. Return submitted within 24 hours of payment receipt. Preparation fee: $485.00”

The “e-filed upon payment” note is standard practice. Returns are ready; filing waits for payment.

Business Entity Tax Return Invoices

S-corporation, partnership, and LLC tax returns with deposit structure:

“Business Tax Preparation — [Business Name] — Tax Year [Year]: Entity type: [S-Corporation / Partnership / LLC] Forms: [Federal Return], [State Return], K-1 Statements ([N] partners/shareholders) Preparation fee: $1,850.00 Deposit (50%, due at engagement start): $925.00 Balance (due upon return completion): $925.00”

The 50% deposit prevents abandoned engagements where clients receive the return but delay payment.

CFO Advisory and Financial Consulting Invoices

Invoice Flow app invoice editor of a bookkeeper — QuickBooks setup, historical cleanup, staff training and an inventory review at hourly rates — Setup, cleanup, training, review — each at its rate, the engagement and period on record.

Advisory engagements billed hourly or at project rate:

“Financial Consulting — [Business Name] — [Date]: Service: [Service description — e.g., loan preparation, budget modeling, financial analysis] Scope: [Deliverables] [Hours] hours × $195/hour: $[Amount] Payment Terms: Net-15”

For project-based advisory:

“Financial Consulting — [Business Name] — [Date]: Service: Annual Budget and Cash Flow Model Scope: 12-month budget, monthly cash flow projection, variance reporting template Project fee: $2,400.00 Deposit (50%): $1,200.00 Balance (due upon delivery): $1,200.00”

Corporate Client Invoices with PO Fields

Invoice Flow app analytics of a bookkeeping firm — year-to-date collected revenue with the tax-season spike visible on the monthly trend — The firm that manages everyone's books finally sees its own — tax-season spike and all.

Business clients with procurement departments:

“Accounting Services — [Company Name] — [Month Year]: Services: [Description — e.g., quarterly financial review, management reports] Hours: [N] × $195/hour: $[Amount] PO Number: [PO Number] Billing Contact: [Name, Department] Payment Terms: Net-30”

What InvoiceFlow Does for Accountants and Bookkeepers

Recurring monthly retainers: auto-generated on the 1st with scope and period documentation
Tax preparation invoices: e-filed upon payment terms, forms documented
Business entity deposits: 50% deposit + balance upon completion
Advisory consulting: hourly or project rate billing
Corporate PO fields: PO number, billing contact, net-30 terms
Payment tracking: see outstanding balances by client and service type

Getting Started

Define your monthly bookkeeping retainer tiers with fees and scope per tier
Set up recurring invoices for each current bookkeeping client at their tier
Build a tax preparation invoice template with e-file-upon-payment language
Create a business entity return template with 50% deposit structure
Add corporate custom fields (PO number, billing contact) for business clients

Download InvoiceFlow. Convert your existing tax clients to monthly bookkeeping retainers where they qualify. Set up recurring billing. The seasonal income cliff is a billing problem as much as a market problem.

InvoiceFlow is a free invoicing app for Android, designed for independent professionals and small business owners.