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Treats the project, not the invoice, as the unit of accounting: every bill reconciles against total price, billed-to-date, and remaining balance.
Enter your numbers first, then use the niche guidance below to interpret the output against consultants, studios, developers, and agencies billing fixed-fee projects in stages rather than by the hour..
Fixed-fee project engagements are commonly structured around contractual milestones such as upfront deposits, phase completions, and final project delivery. Invoicing each milestone accurately maintains healthy project cash flow and provides clear documentation for client sign-offs.
This manual generator does not calculate milestone percentages, track cumulative project balances, or deduct prior deposits automatically. Users must calculate the earned milestone dollar amount externally and enter the final billable stage as a manual line item.
The generator calculates Subtotal = Σ(Quantity × Rate) and applies a single tax percentage to the entire subtotal: Total = Subtotal + (Subtotal × Tax Rate). Milestone percentages, prior deposit deductions, and contract balances are not computed natively. Users must externally calculate the milestone dollar value—for instance, taking the agreed project fee multiplied by the milestone percentage—and enter the resulting amount directly as Quantity 1 with the milestone value as Rate.
A studio agrees to a $4,000 total project contract with billing tied to specific stages. Upon completing the initial planning phase, the studio bills the agreed 30% stage ($1,200) by manually determining the line and applying 0% tax.
The studio manually enters a single line item of Quantity 1 at $1,200.00 with 0% tax, generating an invoice subtotal and final balance due of $1,200.00. Contract references, total project fee ($4,000), and remaining unbilled balance ($2,800) are noted in the invoice memo for client clarity.
Interpretation assumptions: All amounts and tax percentages in this example are illustrative. The tool applies one user-entered tax rate to the entire subtotal. Confirm the actual tax treatment before issuing an invoice; mixed taxable and exempt items need a billing system that supports those rules.
Yes. Enter a positive fractional quantity such as 0.5 or 1.25 and the agreed rate.
No. Calculate the balance or prorated charge separately, then enter the amount due as a line item. Create and send each later invoice manually.
No. One entered percentage applies to the whole subtotal. Use a billing system that supports your actual tax rules when line items differ.
The time-based alternative for engagements with undefined scope.
Combine project milestones with retainers when both run at once.
Check the project actually made money after delivery costs.
Centers invoices around diagnosis, service location, parts used, labor time, emergency fees, warranties, deposits, and payment follow-up.
Frames invoices around billable time, fixed-fee milestones, retainers, reimbursable expenses, scope boundaries, and client approval workflow.
This manual generator does not determine taxability, send invoices, track payments or schedule recurring billing. Review the document and applicable tax rules before issuing it.