Grant Writer Invoice Template
A grant writer invoice bills project, lists services and labour on separate lines and states the terms (50% on signing, 50% on submission). This template is pre-filled for research foundation prospects and write a three-year program proposal with budget narrative for a nonprofit food pantry: 7 lines totalling $5,025.00 before tax. Edit it and download the PDF.
Pre-filled for a grant writer: research foundation prospects and write a three-year program proposal with budget narrative for a nonprofit food pantry. Example prices: replace them with your own.
From
Maple Row Grant Writing
683 Market Street
Georgetown, TX 78626
billing@example.com
(503) 555-0183
Invoice
Bill to
Jamie Ortiz
9 Willow Court
Franklin, TN 37064
client@example.com
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Kickoff interview with director and program staff | 2 hr | $75.00 | $150.00 |
| Funder prospect researchShortlist of matched foundations with deadlines and giving ranges | 8 hr | $75.00 | $600.00 |
| Full proposal narrativeNeed statement, program design, evaluation plan, sustainability | 1 project | $2,800.00 | $2,800.00 |
| Three-year budget and budget narrative | 6 hr | $75.00 | $450.00 |
| Logic model | 1 each | $350.00 | $350.00 |
| Letter of inquiry to a second foundation | 1 each | $450.00 | $450.00 |
| Attachment compilation and portal submission | 3 hr | $75.00 | $225.00 |
- Subtotal
- $5,025.00
- Balance due
- $5,025.00
Notes
Thank you for choosing Maple Row Grant Writing. Terms: 50% on signing, 50% on submission.
Payment details
Bank transfer or card. Please quote the invoice number.
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Grant Writer invoice at a glance
| Typical job | Research foundation prospects and write a three-year program proposal with budget narrative for a nonprofit food pantry |
|---|---|
| Main billing unit | project |
| Usual payment terms | 50% on signing, 50% on submission |
| Deposit practice | Grant writers commonly take part of the fee at signing, since the work is paid for whether or not the application is funded. |
| Sample lines | 7 lines, $5,025.00 before tax |
| Largest line | Full proposal narrative: $2,800.00 (56%) |
| Labour hours billed | 19 h, $1,425.00 |
| Trade-specific fields | Funder and program name, Application deadline, Portal confirmation no., Client EIN, Engagement letter date |
Sample grant writer invoice line items
Research foundation prospects and write a three-year program proposal with budget narrative for a nonprofit food pantry: 7 lines adding up to $5,025.00, split into services $3,600.00 (72%) and labour $1,425.00 (28%).
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Kickoff interview with director and program staff | 2 hr | $75.00 | $150.00 |
| Funder prospect research (Shortlist of matched foundations with deadlines and giving ranges) | 8 hr | $75.00 | $600.00 |
| Full proposal narrative (Need statement, program design, evaluation plan, sustainability) | 1 project | $2,800.00 | $2,800.00 |
| Three-year budget and budget narrative | 6 hr | $75.00 | $450.00 |
| Logic model | 1 each | $350.00 | $350.00 |
| Letter of inquiry to a second foundation | 1 each | $450.00 | $450.00 |
| Attachment compilation and portal submission | 3 hr | $75.00 | $225.00 |
| Subtotal | $5,025.00 | ||
| Total before tax | $5,025.00 |
What a grant writer invoice should include
- Your grant writing practice name, address, phone and email, plus a tax ID if you are registered
- The customer's name and billing address (Jamie Ortiz in the sample)
- A unique invoice number (INV-5425) and the issue date
- Payment terms and a due date: 50% on signing, 50% on submission
- Funder and program name: for example See notes
- Application deadline: for example Milo (Cocker Spaniel)
- Portal confirmation no.: for example See notes
- Client EIN: for example 12-3456789
- Line items in project or per item, each with quantity, rate and amount
- How to pay you: bank details, card link or cheque payee
How grant writers bill
Charges a flat fee per application or an hourly rate for research, writing and editing, and never a cut of the amount awarded.
Grant writers commonly use "50% on signing, 50% on submission". Grant writers commonly take part of the fee at signing, since the work is paid for whether or not the application is funded.
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Fundraisers $31.97 (employees, not contractor rates). The sample's $75.00 per hour for "Kickoff interview with director and program staff" is 2.3 times that employee figure; a business rate also has to cover insurance, tools, travel, unbilled admin time and profit.
Grant Writer invoicing tips
- Bill for the work, not the outcome: state that the fee is due regardless of the funding decision and never invoice a percentage of the award, which the Grant Professionals Association's code of ethics rules out.
- Tie the second payment to the submission date and print the portal confirmation number on the invoice, because the project is finished when it is submitted, not when the award letter arrives.
- Invoice funder prospect research as its own deliverable, since a nonprofit can keep working from that prospect list for months after this one proposal.
- When program staff deliver budget figures or letters of support late, note the date they arrived, so the rush hours before the deadline are clearly billable.
Grant Writer billing disputes to head off
- Declined clients sometimes ask for their money back. An engagement letter and an invoice that both say payment is for writing and submission, not for winning, end that conversation.
- Scope creep through 'just one more funder' is common; listing each funder and application on its own line makes every added proposal visible as added work.
Work a grant writer can bill for
Core tasks of Fundraisers (O*NET 13-1131.00, O*NET 29.x task statements, CC BY 4.0). Each can become a line on the invoice.
- Attend community events, meetings, or conferences to promote organizational goals or solicit donations or sponsorships.
- Contact corporate representatives, government officials, or community leaders to increase awareness of organizational causes, activities, or needs.
- Create or update donor databases.
- Design or produce materials such as posters, Web sites, or newsletters to promote, market, or advertise fundraising events.
- Develop fundraising activity plans that maximize participation or contributions and minimize costs.
- Develop or implement fundraising activities, such as annual giving campaigns or direct mail programs.
How to make a grant writer invoice
-
Add both parties
Enter Maple Row Grant Writing (your business) and the customer, Jamie Ortiz, then funder and program name.
-
Number and terms
Give it a unique number such as INV-5425 and set the terms to 50% on signing, 50% on submission.
-
List the work
One line per item: the sample runs from "Kickoff interview with director and program staff" (2 hr) to "Attachment compilation and portal submission" (3 hr).
-
Check the total
The 7 lines come to $5,025.00; add sales tax only if your state taxes grant writing.
-
Download and send
Download the PDF or print it, then keep a copy with the grant writing records.
Frequently asked questions
How do I make a grant writer invoice?
Add your grant writing practice details, the customer, funder and program name, application deadline, portal confirmation no. and client ein, then one line per item with quantity and rate. The template above is pre-filled with 7 lines for research foundation prospects and write a three-year program proposal with budget narrative for a nonprofit food pantry totalling $5,025.00; change the prices and download the PDF.
How do grant writers charge?
Mostly project. Charges a flat fee per application or an hourly rate for research, writing and editing, and never a cut of the amount awarded.
When should a grant writer invoice be paid?
50% on signing, 50% on submission is the usual arrangement. Grant writers commonly take part of the fee at signing, since the work is paid for whether or not the application is funded. Put the terms and the due date on the invoice so there is no doubt.
How much do grant writers earn per hour?
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Fundraisers $31.97 (employees, not contractor rates). Self-employed rates are usually higher because they cover overhead and unbilled time.