Accounting businesses range from solo bookkeepers and enrolled agents to small CPA firms. They invoice small business owners, self-employed people, and households for bookkeeping, payroll, tax preparation, and advisory work. Billing usually mixes recurring monthly fees with one-time project and seasonal charges.
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Invoice_1001_Client_2026-10-14.pdf
Most accounting work is priced either as a flat monthly fee for recurring services or as a flat fee per deliverable. Bookkeeping and payroll are usually monthly retainers based on transaction volume, number of accounts, and employee count. Tax returns are priced per return and per form or schedule, such as a Schedule C, rental schedule, or multi-state filing. Hourly billing is common for advisory, cleanup of past books, IRS notice response, and anything with an unclear scope. Many firms set a minimum engagement fee and charge extra for rush work, late or disorganized records, and added months of catch-up bookkeeping. Value-based or tiered packages are becoming more common for advisory and CFO-style services.
| 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.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Monthly bookkeeping, March (bank and credit card reconciliation, up to 150 transactions, monthly financial statements) | 1 month | $450.00 | $450.00 |
| Payroll processing, March (2 employees, 2 semi-monthly runs) | 1 month | $150.00 | $150.00 |
| Cleanup of prior year uncategorized transactions | 4.5 hours | $75.00 | $337.50 |
| Quarterly sales tax return preparation and filing | 1 filing | $100.00 | $100.00 |
| Advisory call: equipment purchase and depreciation options | 1 hours | $150.00 | $150.00 |
| Total | $1,187.50 | ||
Notes: Payment due within 15 days of invoice date. Monthly fees are billed on the first of each month. A 1.5% monthly late fee applies to balances over 30 days past due. Accepted by ACH or check.
Recurring work like bookkeeping and payroll needs a clear month or quarter so the client can match it to their records.
Clients often split costs between business and personal, and a line like 'Form 1120-S and state return' supports a business deduction.
Tax prep invoices should say which year and which returns or schedules were prepared, which prevents confusion when you handle amended or prior-year returns.
Cleanup and advisory billing is easier to defend when it shows hours, rate, and a short description of the work.
Extra schedules, late records, and expedited turnaround should be visible so clients see why the price differs from the quote.
E-file fees, state filing fees, and software or third-party payroll charges should be listed separately from your professional fees.
Include your name, firm, and, where relevant, PTIN or CPA license number as required by your state, so clients and their lenders can identify the preparer.
Recurring bookkeeping and payroll are usually billed monthly in advance, often with automatic ACH or card payments. Tax returns are commonly billed with a deposit or retainer up front, with the balance due before the return is e-filed or released. Many firms hold the completed return until payment clears, though check your state board rules and engagement letter language. Net 15 is common for project work, and due on receipt is common for individual returns. Late fees of 1-1.5% per month are typical when stated in the engagement letter. Accept ACH, check, and cards, and pass on card fees only where your state permits it.
Define scope, fees, what the client must provide, and what is excluded. Most billing disputes in accounting trace back to unclear scope, especially around cleanup work and amended returns.
Set monthly fees to invoice automatically on the same date each month. Collecting in advance keeps cash flow steady and gives you leverage if a client falls behind.
Collect a deposit or the full fee for individual returns before you start or before filing. Chasing payment after a return is filed is harder than holding it until payment arrives.
If a client delivers shoeboxes of receipts or months of unreconciled accounts, bill the extra time at your hourly rate. State this in your engagement letter so it is not a surprise.
Raise monthly fees each year, often 3-8%, and give 30 to 60 days notice. Clients whose volume has grown should be moved to a higher tier.
Use flat or monthly fees for work with a predictable scope, like bookkeeping, payroll, and standard tax returns. Use hourly for cleanup, advisory work, and IRS notices where the amount of work is unclear. Many firms combine the two.
In many cases yes, for work product you prepared, but rules vary by state and professional body. Clients are generally entitled to their own records and source documents. Put your policy in the engagement letter and check your state board of accountancy rules.
It depends on your state. Most states do not tax accounting or tax preparation services, but a few do tax some professional or bookkeeping services. Check with your state department of revenue.
Refer back to your engagement letter. If the extra work is outside the original scope, send a written change notice with the added fee before you do it, then list it as a separate line on the invoice.
Many preparers send it when the return is ready for review and require payment before e-filing. Others collect a deposit at intake and bill the balance at delivery. Either way, state the timing up front.
Send a Accounting estimate for approval, then turn it into an invoice when the work is done.
Accounting estimate template