Can an invoice be signed electronically?

Yes. Under the ESIGN Act and state electronic signature laws, electronic signatures are valid for invoices provided intent, consent, attribution, and record retention are present.

What if the client disputes a line item?

Document the dispute in writing, with timestamps and communications. Preserve the original signed invoice and any supporting attachments to facilitate resolution and possible mediation.

Is notarization ever required?

Not typically for standard invoices. Notarization or RON is only needed when the contract or client requires it for authentication or when a signed affidavit is attached.

How should I store signed invoices?

Store signed invoices as tamper-evident PDF copies with an audit trail. Retain copies according to IRS and industry retention rules to support audits and disputes.

What authentication should I use?

Email link plus SMS code is common. Use stronger authentication for high-value invoices or regulated industries to reduce repudiation risk.

How do I correct an issued invoice?

Issue a corrected invoice or credit memo; mark the original as superseded. Maintain both documents with clear links in your accounting system for auditability.

Electronic Signature
Templates
Project Management
Project Management Invoice

Project Management Invoice

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

PROJECT MANAGEMENT INVOICE

Project Identification

Invoice Number: Invoice Date:

Project Title Project ID Client Name Client Billing Address Service Provider Service Provider Remittance Address Project Manager (Service Provider)

Scope of Work

This invoice covers work performed pursuant to the agreed Statement of Work for the project named above. The charges below pertain only to activities authorized in writing by the parties and completed within the billing period.

Scope of Work (summary of billed activities) Out-of-Scope Items (if applicable)

Deliverables & Acceptance

Each deliverable listed below was produced in accordance with the project specifications. Acceptance criteria specify the tests, reviews, or approvals required for client acceptance.

Deliverable 1 — Description Deliverable 1 — Acceptance Criteria Deliverable 2 — Description Deliverable 2 — Acceptance Criteria

Timeline

Project Start: Project End:

Milestone 1

Budget & Itemization

Provide itemized charges for services, disbursements, and any approved change orders.

Line Item 1 — Description

Quantity: Unit Price: Amount:

Line Item 2 — Description

Quantity: Unit Price: Amount:

Other Charges / Expenses (itemize below)

Subtotal: Tax: Discounts:

Total Amount Due:

Payment Terms & Instructions

Payment Terms: Due Date:

Late Payment: Unpaid balances shall accrue interest at the rate specified in the governing agreement or, absent such a rate, at 1.5% per month (18% per annum) from the invoice due date until paid in full. Client shall also be responsible for reasonable collection costs and attorneys' fees incurred to obtain payment.

Acceptable Payment Methods (select all that apply)

Check Wire Transfer ACH Credit Card

Bank / Transfer Instructions (if applicable) Remittance Notes / Additional Billing Instructions

Change Orders & Additional Charges

Any changes to scope that give rise to additional fees must be documented via a written change order signed by authorized representatives of both parties prior to commencement of the changed work. Charges for authorized change orders will be invoiced according to this invoice's payment terms.

Change Order Contact (name and email)

Confidentiality & Governing Law

All information disclosed in the course of the performance and invoicing of this work that is designated confidential shall be treated in accordance with the confidentiality provisions of the parties' governing agreement. This invoice and any dispute arising from it shall be governed by the substantive laws of the jurisdiction identified below, without regard to conflict of law principles.

Governing Law (jurisdiction)

Billing Contact & Certification

Billing Contact Name Billing Contact Phone / Email

Certification: The undersigned certifies that the services and amounts set forth in this invoice are true, correct, were performed in accordance with the applicable agreement and accepted deliverables, and are payable in accordance with the stated payment terms.

I hereby attest: Invoice reflects completed work per scope and approved change orders.

Attachments / References (e.g., timesheets, receipts)

Signatures

Client Name:

By:

Date:

Service Provider:

By:

Date:

What a Project Management Invoice Is and When It’s Used

A Project Management Invoice is a billing document issued by a project manager, consulting firm, or contractor to request payment for project-related work. It itemizes services, hourly or milestone rates, expenses, taxes, payment terms, and any retainers or deposits. The invoice serves as the financial record supporting accounts receivable and cash flow, and when executed electronically it creates a reproducible record for accounting, audit, and tax purposes under U.S. law. Well-structured invoices reduce disputes and speed payment cycles between clients and service providers.

Why a Clear Project Management Invoice Matters

A precise invoice clarifies deliverables, shortens payment cycles, preserves audit trails, and supports tax and retention requirements.

Typical Users and Signers of a Project Management Invoice

Project managers, independent consultants, accounting teams, procurement officers, and client approvers commonly prepare or approve these invoices.

Project Manager or Consultant — Prepares invoice, lists tasks, hours, rates, and expenses for client review and approval.
Accounts Receivable / Finance — Verifies amounts, applies taxes, posts to ledger, and initiates payment processing.
Client Approver — Reviews deliverables, disputes line items if needed, and provides formal sign-off or payment authorization.

Knowing each party’s role helps assign signature authority, routing order, and required approvals before submission.

Core Elements to Include on Every Project Management Invoice

A professional invoice groups billing details, project identifiers, payment terms, and supporting notes so both parties can reconcile and comply with accounting and tax rules.

Header

Invoice title, consecutive invoice number, issue date, and business contact information for sender and recipient.

Project Reference

Project name, contract or purchase order number, project manager name, and billing period or milestone identifier.

Line Items

Detailed list of tasks or services, quantity (hours or units), rate, and line total; group by phase or milestone as needed.

Expenses

Itemized reimbursable costs with receipts or references; specify which expenses are billable under the contract.

Totals and Taxes

Subtotal, applicable taxes, discounts, retainers applied, and final amount due with currency specified.

Payment Terms

Due date, acceptable payment methods, late payment terms, and banking or remittance instructions.

Step-by-Step: Preparing and Issuing a Project Management Invoice

Follow these steps to prepare, approve, sign, and deliver a compliant invoice with clear auditability.

01

Gather Documentation: Collect time logs, expense receipts, and the contract reference.
02

Populate Invoice: Enter header, project reference, line items, taxes, and totals.
03

Internal Review: Have finance or project lead verify calculations and contract compliance.
04

Send for Signature: Route to client approver and obtain signature or electronic acceptance.

How to Configure an Online Invoice Workflow

Configure fields and routing in your eSignature or invoicing tool to match approval steps and accounting integration.

Field	Configuration
Signature Order	Sequential for approvals; parallel for multiple reviewers
Required Fields	Invoice number, issue date, total due enforced
Authentication	Email link or SMS code; stronger KBA for high-value invoices
Accounting Export	Map fields to ERP or CSV for automated posting

Typical Routing and Delivery Options

Choose delivery methods and routing to match client preferences and recordkeeping obligations.

Email Delivery: Attach PDF and include payment instructions; common and auditable.
Secure Link: Send a secure signing link for electronic signature and receipt tracking.
Accounting Integration: Post invoice directly to ERP or AR system for automated reconciliation.
Postal Mail: Use when client requires original or notarized hard copy.

Technical and Compliance Considerations for eSubmission

Configure platform settings to meet authentication, audit, and integration requirements for invoicing.

Integrations: Connect to accounting and ERP systems like NetSuite, Microsoft 365, Salesforce, or Google Workspace
Security: Enable TLS in transit and AES-256 at rest for data protection
Authentication: Choose email, SMS, or advanced signer authentication for higher-value invoices

Ensure your chosen provider supports audit trails, exportable signed PDFs, and any required compliance addenda such as HIPAA BAA if billing involves protected health information.

Common Timing and Payment Terms to Include

Define explicit due dates, late fees, and billing cycles so clients and accounting teams can process invoices consistently.

Net Terms:

Net 30, Net 45, or Net 60 depending on contract

Milestone Billing:

Due upon completion of named milestone or deliverable

Interim Invoicing:

Weekly or monthly for ongoing time-and-materials projects

Late Fee Policy:

Specify percent per month or fixed fee for overdue payments

Dispute Window:

State how long client has to dispute charges

Key Milestones in the Invoice Lifecycle

Track the invoice through creation, approval, delivery, payment, and archiving to monitor cash flow and compliance.

01

Create Invoice

Prepare and validate line items, dates, and attachments before routing.

02

Internal Approval

Finance or project lead signs off on amounts and contract conformity.

03

Client Approval

Client reviews, signs, or disputes the invoice within the agreed window.

04

Payment and Reconciliation

Record receipt, apply payment to AR, and close the invoice.

Common Mistakes That Delay Payment

Missing invoice number or duplicate numbering creates reconciliation issues.
Vague descriptions lead to client disputes and payment delays.
Incorrect tax or VAT treatment causes adjustments and re-billing.
Wrong remittance details send funds to the wrong account.

Risks and Consequences of Incorrect Invoicing

Payment Delays: Late revenue recognition

Disputes: Additional admin and collection costs

Tax Errors: Potential IRS adjustments and penalties

Contract Breach: Wrong billing can trigger remediation obligations

Reputational Risk: Damaged client relations

Recovery Costs: Collections or legal fees

Essential Data Elements to Include on the Invoice

Invoice Number: Unique sequential ID

Relevant Dates: Issue and due dates

Party Details: Full legal names and addresses

Project ID: Contract or PO number

Payment Terms: Net terms and late fees

Attachments: Receipts and change orders

eSignature Pricing Snapshot for Project Invoicing

Compare baseline pricing and core capabilities for common eSignature providers; signNow is listed first for reference.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (Premium tier)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes	Yes	No	No

Real-World Examples of Project Management Invoices

Concrete examples show how different organizations structure invoices for clarity and compliance.

Consulting Firm Billing

A mid-size consultancy issues monthly invoices tied to sprint deliverables

Each line lists hours, rate, and task
The invoice includes a PO reference and a 30-day Net term, reducing reconciliation time and supporting automated AR posting.

Construction Milestone Invoice

A general contractor bills by milestone with retainage held

Includes lien waiver attached
The invoice notes retainage percentage, completion certificate, and client sign-off to trigger release of funds.

Frequently Asked Questions and Troubleshooting

Answers to common questions about preparing, signing, and storing project management invoices, including eSignature considerations.

Need help? Contact support

Can an invoice be signed electronically?
Yes. Under the ESIGN Act and state electronic signature laws, electronic signatures are valid for invoices provided intent, consent, attribution, and record retention are present.
What if the client disputes a line item?
Document the dispute in writing, with timestamps and communications. Preserve the original signed invoice and any supporting attachments to facilitate resolution and possible mediation.
Is notarization ever required?
Not typically for standard invoices. Notarization or RON is only needed when the contract or client requires it for authentication or when a signed affidavit is attached.
How should I store signed invoices?
Store signed invoices as tamper-evident PDF copies with an audit trail. Retain copies according to IRS and industry retention rules to support audits and disputes.
What authentication should I use?
Email link plus SMS code is common. Use stronger authentication for high-value invoices or regulated industries to reduce repudiation risk.
How do I correct an issued invoice?
Issue a corrected invoice or credit memo; mark the original as superseded. Maintain both documents with clear links in your accounting system for auditability.

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