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Client Invoice & Billing Request Form

A client billing request template for agencies — tell finance which client to invoice, for which stage of work, and against which job or PO.

Description

Getting a client invoiced shouldn’t rely on a Slack message finance might miss. This client invoice and billing request template gives account teams a clean way to tell finance exactly what to bill, for how much, and when — so invoices go out on time and match the work.

It captures the client and job code, what’s being billed (deposit, stage, completion, retainer, expenses or final balance), the amount excluding VAT, any client PO number, the date to bill on or after, and the wording the invoice description should use. It also flags any expenses to recharge and who the client’s billing contact is.

Ideal for agencies and studios running project or retainer billing. Use it to keep billing requests consistent, avoid missed or duplicated invoices, and give finance everything they need in one go. Customize the billing types, add your branding, and embed it internally or share a link in minutes.

Form fields

Everything the Client Invoice & Billing Request Form above collects — 12 fields, so you can see exactly what it captures before you make it your own.

Request Client Billing

  • Client name

    Short Answer Icon
    Short Answer

  • Job / project code

    Short Answer Icon
    Short Answer

  • What are we billing?

    Dropdown Icon
    Dropdown

  • Amount to invoice (£, ex VAT)

    Number Icon
    Number

  • Client PO number (if any)

    Short Answer Icon
    Short Answer

  • Bill on / after

    Date Icon
    Date

  • What should the invoice description say?

    Long Answer Icon
    Long Answer

  • Any expenses to recharge on this invoice?

    Yes/No Icon
    Yes/No

  • If yes, total recharge amount (£)

    Short Answer Icon
    Short Answer

  • Client billing contact & email

    Short Answer Icon
    Short Answer

  • Requested by

    Name Icon
    Name

  • Email address

    Email Icon
    Email
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Template FAQs

Common questions about the Client Invoice & Billing Request Form — what it captures, when to use it, and how to make it your own.

What is a billing request form?

A billing request form is how an account or project team tells finance to raise a client invoice. It captures what to bill, the amount, the client and job, any PO number and the timing, so finance can invoice accurately without chasing.

What should an invoice request include?

The client and job code, what’s being billed (deposit, stage, completion, retainer or expenses), the amount excluding VAT, any client PO reference, the bill date and the description wording the client expects to see.

Why capture a client PO number on a billing request?

Many clients won’t pay an invoice that doesn’t quote their purchase order number. Capturing the PO up front, alongside the job code and amount, means finance can raise the invoice right first time and avoid it bouncing back — one of the most common causes of late payment.

Can this form handle stage and retainer billing?

Yes — the ‘what are we billing’ field covers deposits, milestones, on-completion, monthly retainers, expense recharges and final balances, so it suits most agency billing models. Pick the type that fits, add the amount and the description the invoice should carry, and finance has what it needs to bill correctly.

Who fills in a billing request?

Usually the account manager or project lead who knows the commercial detail — the job code, amount and what’s being billed — submitting it to finance. This template keeps that handover consistent and complete, so finance isn’t going back and forth to fill in the gaps before raising an invoice.

Is this billing request template free to use?

Yes. Adjust the billing types and routing to match your finance process, restyle it, and embed it internally or share a link in minutes. No coding needed — just a free Fun Forms account to collect responses.

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