Private investigators bill attorneys, insurance carriers, businesses, and individuals for fact-finding work such as surveillance, background checks, locating people, and case research. Most solo and small-firm PIs invoice by the hour plus expenses like mileage, database fees, and travel. Invoices often go to law firms or claims departments that expect detailed time logs and itemized costs.
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Invoice_1001_Client_2026-10-14.pdf
Most PIs charge an hourly rate for field and desk work, with a higher rate for surveillance and a lower rate for records research or report writing. Mileage is billed separately at a per-mile rate, often at or above the IRS standard rate, and many investigators add a flat fee or per-hour charge for vehicle and equipment use such as video gear or GPS-permitted tools. Database searches, court record pulls, and records requests are passed through at cost or with a modest markup. Larger clients typically pay a retainer against which hours are billed, and insurance work often has a negotiated rate and a cap on hours per assignment. Flat fees are common for defined products like a basic background check, an asset search, or process service. Minimum blocks, such as four hours for surveillance, protect you from short, unproductive days. Overnight travel, out-of-area work, and rush or weekend assignments are usually billed at higher rates or with added costs.
| Service | Priced | Typical range |
|---|---|---|
| Surveillance (field investigator) | per hour | $65-125 |
| Background check or records research (desk work) | per hour | $50-100 |
| Locate / skip trace | flat fee | $75-300 |
| Witness interview and statement | per hour | $65-125 |
| Report writing and video review | per hour | $50-90 |
| Mileage | per mile | $0.65-1.00 |
| Asset search | flat fee | $250-800 |
| Expert or court testimony and deposition prep | per hour | $100-200 |
Typical US ranges. Rates vary by region, experience, and job size.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Surveillance, subject residence and workplace, 3/12 and 3/13 (video evidence obtained) | 14 hours | $85.00 | $1,190.00 |
| Review and edit video footage, 6 clips | 2.5 hours | $60.00 | $150.00 |
| Written investigative report with timeline and still images | 2 hours | $60.00 | $120.00 |
| Mileage, personal vehicle | 186 miles | $0.70 | $130.20 |
| Database search fees (address and vehicle records) | 1 flat fee | $45.00 | $45.00 |
| Total | $1,635.20 | ||
Notes: Reference: Claim No. 24-118839, Smith v. Delta Freight. Retainer of $1,000 applied. Balance due within 30 days of invoice date. Footage and report delivered via secure link; originals retained for 3 years per our file policy.
Law firms and insurers route invoices by file number, and missing references delay payment.
Most states license investigators, and clients such as attorneys and carriers often require proof of licensure on file.
Clients audit hours, and a day-by-day breakdown of surveillance, travel, and review supports each charge.
Mileage is a significant cost on surveillance, and clients often question it without a clear trip record.
Database fees, records fees, and travel costs should be visible so the client sees what is labor and what is out-of-pocket.
Shows the balance due accurately and avoids confusion about what the client already paid.
Ties the billing rates and scope to the contract, which helps if a charge is disputed.
Private investigators commonly require a retainer up front, often $500 to $2,500 for individual clients, and draw down against it as hours accrue. Law firms and insurance carriers are more often billed in arrears on net 30 terms, sometimes net 45 or 60 for larger carriers. Many PIs deliver the final report only after payment or after the retainer is replenished for individual clients. Late fees of 1 to 1.5 percent per month are common if stated in the engagement agreement. Payment is usually accepted by check, ACH, or card, and many PIs add a card processing fee only if the agreement says so.
Set a minimum such as four hours per surveillance day in your agreement. Subjects cancel plans, and you still have to travel, set up, and stay available.
Set a trigger, such as notifying the client when the balance drops below 25 percent. Stopping work mid-case because funds ran out is awkward, and clients rarely like surprises.
Log times and activities daily. If an invoice is questioned by an attorney or carrier, your notes and report should match the hours billed.
Insurance and law firm clients often cap hours. Ask in writing before going over the cap, and document the approval before billing the extra time.
For individual clients, hold the final report or footage until the invoice is paid, if your agreement says so. It is hard to collect after the client has what they wanted.
Many PIs do. Surveillance involves long hours, equipment, vehicle wear, and unpredictable conditions, so it usually has a higher hourly rate than records research or report writing. List each rate on your engagement agreement and show it on the invoice.
Yes, if your agreement says so. Many investigators bill travel time at a reduced rate or at the full rate, and bill mileage on top. Be specific about whether travel to and from the first location counts.
It is a good idea. Clients often want to see what was paid for and may be reimbursed by their own client or carrier. Show the cost of each search or a total with a short description, and state any markup in your agreement.
Provide the dated time log and any supporting materials such as the report and video review notes. A clear agreement and detailed notes make most disputes easy to resolve. Keep confidentiality in mind when sharing details.
It depends on the state. Some states tax investigative or security services, and others do not. Check with your state revenue department or a tax professional about your services.
Send a Private Investigator estimate for approval, then turn it into an invoice when the work is done.
Private Investigator estimate template