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IT Support Invoice Template

Per-seat support, out-of-scope tickets, hardware and licences. Free PDF, no account.

Managed IT is sold as a flat per-seat fee and delivered as a stream of tickets, half of which turn out to be outside the agreement. The invoice is where that boundary becomes visible, so out-of-scope work needs to be named as such — otherwise every month's bill looks arbitrary and every renewal is a negotiation.

Issued by

Beacon Ridge IT

1105 Server Row

28202 Charlotte, NC

United States

billing@beaconridgeit.example

Bill to

Ashcroft Insurance Brokers

700 Trade Street

28217 Charlotte, NC

United States

finance@ashcroftbrokers.example

Amount due

$7,469.40

Due in 14 days · Aug 16, 2026

Period

Seat count rose from 32 to 34 mid-month; the managed fee is billed at the closing count as the agreement provides. Ticket 8841 was quoted and approved before work began.

Description	Qty	Rate	Tax	Amount
Managed support — per seat 34 seats, monitoring, patching and helpdesk	34	$68.00	—	$2,312.00
Out-of-scope project work Ticket 8841: file server migration, 11 hours	11	$150.00	—	$1,650.00
Laptops supplied Two units, imaged and enrolled, serials on delivery note	2	$1,240.00	NC Sales Tax (8.25%)	$2,480.00
Microsoft 365 Business Premium 34 seats, billed at cost plus 10% handling	34	$24.20	—	$822.80

Subtotal	$7,264.80
NC Sales Tax (8.25%)	$204.60
Total	$7,469.40

Amount due

$7,469.40

Terms

Net 15 by ACH. After-hours emergency response is billed at 1.5x the standard hourly rate.

Invoice #INV-0001 · Beacon Ridge IT · Page 1 of 1

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How to invoice as a it support →

What to put on a it support invoice

The seat or endpoint count the managed fee is based on
The period covered by the recurring fee
Out-of-scope or project work as separate lines, with the ticket reference
Hardware supplied, itemised, with serial numbers where they matter
Licence subscriptions passed through, named per product and per seat
After-hours or emergency response at its own rate

Questions

How do I show work that fell outside the agreement?

As its own line naming the ticket, with the hours. Absorbing it quietly trains the client to expect it, and billing it inside the managed fee makes the managed fee look like it drifts.

Should licences be marked up?

That is a business decision; the invoice should simply be consistent. Clients can see list prices for most subscriptions, so an unexplained difference costs more trust than the margin is worth.

Ready to bill for it?

The template opens in the editor with these lines already on it. Change what you like, download the PDF.

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