Free template · Excel · Invoices by trade
Free IT services invoice template
An IT invoice for managed services and project work: a monthly per-user or per-device fee, on-site hours, and hardware and licences you resold.
IT services invoice template
Excel workbook (.xlsx) · 22 KB · 4 sheets
| Item | Description | Qty | Rate | Amount | Tax? |
|---|---|---|---|---|---|
| Managed services | Per-user plan, November (users) | 14 | 85.00 | 1,190.00 | Y |
| Backup | Cloud backup, per server | 1 | 120.00 | 120.00 | Y |
| On-site | New laptop set-up and data transfer (hours) | 3 | 135.00 | 405.00 | Y |
| Hardware | Business laptop, 3-year warranty | 1 | 1,450.00 | 1,450.00 | Y |
| Licence | Office suite licence, annual, per user | 1 | 180.00 | 180.00 | Y |
| Subtotal | 3,345.00 | ||||
| HST (Ontario) | 434.85 | 13% | |||
| TOTAL | 3,779.85 |
Why an IT services invoice needs its own layout
IT businesses bill a mix: a monthly managed-services fee, hours for projects and call-outs, and hardware and software licences resold at a margin. Clients want to see each part, and you want the recurring fee to look the same every month so it gets paid without a second look.
This template has lines for per-user or per-device fees, on-site and remote hours, and resold hardware and licences. The example is a month of managed services plus a laptop deployment for a small office in Ontario.
What to include on an IT services invoice, and why
- The billing period. Managed services are usually billed in advance. Say which month the fee covers.
- User or device count. Clients add and remove staff. The count shows why this month's fee differs from last month's.
- Ticket numbers. Hours tied to a ticket are easy for the client to check against what they asked for.
- Hardware serials and warranty. Useful for the client's asset list and for warranty claims.
How to price it
Per user or per device
A flat monthly fee for each user or device covered. Predictable for the client and recurring revenue for you.
Block hours
The client prepays a block of hours and you draw it down. Show the hours used and left.
Project pricing
Migrations and installs quoted as a fixed price or estimate, billed on completion or in stages.
Typical payment terms
- Managed services billed monthly in advance
- Hourly work billed monthly in arrears
- Hardware paid before ordering, or on delivery for regular clients
- Net 30 for business clients
Whatever terms you use, put them on the invoice itself. A due date printed on the page is easier to enforce than one mentioned on the phone. See how to collect overdue invoices for what to do when a customer is late.
Sales tax, GST/HST and PST on IT services work
United States
Hardware is tangible goods, taxable in most states with sales tax. Software and IT services vary a lot: some states tax prewritten software, some tax cloud software, some tax certain IT services, and many tax neither.
Check your state's rules for each kind of line, especially software subscriptions.
Canada
GST/HST applies to services, hardware and licences once you're registered, at the rate of the client's province.
Provinces with PST tax computer hardware and software, and some tax certain IT services too. Check your province's bulletins.
Check a rate with the US sales tax calculator or the GST/HST calculator, then set it beside the tax lines in the template. Both tax lines can be renamed, so one invoice works for sales tax, HST, or GST plus PST or QST.
The example, filled in
The Invoice sheet opens filled in with the example in the preview: an Ontario IT provider billing a month of managed services, invoice IT-26-118 for an example customer. The lines come to a subtotal of $3,345.00 and a total of $3,779.85. Payment terms are 30 days. The figures are made up to show the layout; they are not market rates.
In Ontario, a registered IT provider charges 13% HST on services, hardware and licences alike.
The notes box reads: “November managed services billed in advance. On-site work under ticket 2291. Due in 30 days. Hardware warranty is with the manufacturer.”
Lines on the price list sheet
The Price list sheet starts with the lines IT services businesses usually charge for. Add your rates once and copy them onto each invoice.
| Line | Unit | Note |
|---|---|---|
| Managed services | per user or per device per month | Monitoring, patching, help desk. |
| Remote support | per hour | Outside the plan, with a minimum. |
| On-site support | per hour | With a minimum or trip charge. |
| After-hours support | per hour | Higher rate. |
| Project work | flat or hourly | Migrations, network installs. |
| Hardware | each | Laptops, switches, firewalls. |
| Software licences | per user per month or year | Resold subscriptions. |
| Backup | per server or per GB | Monthly. |
What's in the file
| Sheet | What it holds |
|---|---|
| Invoice | The printable it services invoice, filled in with the example on this page: your details, bill-to, client site, 15 lines, two tax lines, deposit received and balance due. Fits one letter page. |
| Price list | The lines it services businesses usually charge for, with the unit for each. Enter your own rates once and copy them onto each invoice. |
| Invoice log | One row per invoice: payments as they arrive, balance, status (Open, Overdue, Paid) and days overdue. |
| Instructions | How to fill it in, plus the notes on this page about what to include. |
Pale yellow cells are for your entries; white cells calculate. Nothing is locked, so you can rename lines or change the layout. The Instructions sheet repeats the steps and the notes on this page.
Download the it services invoice template (.xlsx)
Or send it from AcboBooks
Need one invoice today? The free invoice generator makes a PDF in your browser. Sending them every week? AcboBooks keeps your IT services price list, turns estimates into invoices, tracks what each customer owes and adds up the tax you collected. It's Windows desktop software, bought once; try it free for 15 days.
Sources
Checked October 25, 2026. Tax rules change and differ by state and province; confirm with the tax agency or your accountant.
- Canada Revenue Agency: input tax credits (information an invoice needs)
- CRA RC4022, General Information for GST/HST Registrants
- CRA: GST/HST rates by province
- IRS Publication 583, Starting a Business and Keeping Records
- Federation of Tax Administrators: links to every state tax agency
Questions
Should managed services be billed in advance?
Usually, yes. The client pays for the month of coverage at the start, like a subscription. Hourly work outside the plan is billed afterwards.
How do I show hardware markup?
You don't have to show it. Put the hardware at your selling price. Keep your cost on the bill from your distributor.
How do I bill block hours?
Invoice the block up front, then show hours used and remaining in the notes on each later invoice.
What if user counts change mid-month?
Most providers bill the count at the start of the month and adjust the next invoice. Say so in your agreement.
Related
- Time tracking software
- Markup and margin calculator
- How to collect overdue invoices
- Sales tax nexus (glossary)
- Accounting software for IT services
- General invoice template
- All invoice and estimate templates by trade
General information, not tax, legal or accounting advice. Check with your accountant or the tax agency before relying on a template for tax.
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