Accounting clients usually ask for a quote before hiring, often comparing a few firms for bookkeeping, tax preparation, or a one-time cleanup. They compare fixed monthly fees, what is included, and how extra work is charged. A clear written quote helps you win the work and prevents fee disputes later.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
Create an invoice for payment collection
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PDF will be generated with filename:
Invoice_1001_Client_2026-10-14.pdf
List exactly what is included, such as monthly reconciliation, financial statements, a 1099 filing, or a specific tax form, so the client knows what they are paying for.
State the number of transactions, bank accounts, employees, or contractors the fee covers, and the extra rate if the client exceeds it.
Define whether you are catching up one year or three, and which tax years are included.
Specify what records, access, and answers the client must provide and by when. Late records can delay filings and justify extra charges.
Say what is not covered, such as audits, IRS notices, amended returns, or sales tax registration, and how those are billed.
Clarify who pays for accounting software, payroll platform fees, and filing fees.
State how long the price holds, the deposit required, and how often you bill.
| Service | Priced | Typical range |
|---|---|---|
| Monthly bookkeeping (small business) | per month | $300-1,000 |
| Bookkeeping cleanup / catch-up | per hour | $50-100 |
| Individual tax return (Form 1040 with itemized deductions) | per return | $250-700 |
| Business tax return (1065, 1120-S) | per return | $800-2,500 |
| Payroll processing | per month | $75-300 plus per-employee fee |
| Sales tax filing | per filing | $50-150 |
| Advisory, planning, or IRS notice response | per hour | $100-250 |
| Business formation and setup (chart of accounts, software setup) | flat fee | $250-800 |
Typical US ranges. Rates vary by region, experience, and job size.
Ask to see a month of bank statements and the current state of the books before quoting. Messy records are the biggest cause of underpriced bookkeeping engagements.
Present two or three tiers, such as basic bookkeeping, bookkeeping with payroll, and full-service with quarterly advisory. Clients tend to choose the middle option, and the tiers show clearly what each includes.
Price catch-up work as an hourly or one-time project fee, with a cap or estimate. Set the ongoing monthly fee for clean books so the cleanup does not hide inside the recurring price.
New entities, new states, and added employees tend to increase work over time. Include a clause that fees will be reviewed if volume or complexity changes.
If the condition of the books is unknown, give an estimated range with a not-to-exceed cap and bill hourly against it. Fixed prices work best after you have reviewed the records.
30 days is common. For tax season work, tie the quote to a document deadline, since late records change the workload.
It is good practice. Many firms combine the quote and engagement letter so the client signs once to accept the scope and fees. Check your state board for any required language.
Use the Accounting invoice template to bill the client, or convert this estimate once it's approved.
Accounting invoice template