Technical Writer Invoice Template
A technical writer invoice bills hr, lists labour and services on separate lines and states the terms (Net 30, invoiced at each milestone). This template is pre-filled for write a 40-page user guide and 12 API reference topics for a software release: 8 lines totalling $6,915.00 before tax. Edit it and download the PDF.
Pre-filled for a technical writer: write a 40-page user guide and 12 api reference topics for a software release. Example prices: replace them with your own.
From
Bluebird Technical Writing
340 Market Street
Madison, WI 53703
billing@example.com
(615) 555-0140
Invoice
Bill to
Chris Novak
27 Birch Avenue
Fairview, OR 97024
client@example.com
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Documentation plan and outlineAudience, topic map, style decisions | 6 hr | $85.00 | $510.00 |
| SME interviews and product walkthroughsFour sessions with engineering and support | 5 hr | $85.00 | $425.00 |
| User guide draftingInstallation, configuration, workflows and troubleshooting | 40 page | $65.00 | $2,600.00 |
| API reference topicsEndpoints, parameters, request and response examples | 12 topic | $120.00 | $1,440.00 |
| Annotated screenshots and diagrams | 25 each | $18.00 | $450.00 |
| Review cycle editsTwo rounds of SME and editor comments | 10 hr | $85.00 | $850.00 |
| Publishing to the docs platformMarkdown conversion, navigation, search and link check | 4 hr | $85.00 | $340.00 |
| Terminology glossary and style sheet | 1 project | $300.00 | $300.00 |
- Subtotal
- $6,915.00
- Balance due
- $6,915.00
Notes
Thank you for choosing Bluebird Technical Writing. Terms: Net 30, invoiced at each milestone.
Payment details
Bank transfer or card. Please quote the invoice number.
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Technical Writer invoice at a glance
| Typical job | Write a 40-page user guide and 12 API reference topics for a software release |
|---|---|
| Main billing unit | hr |
| Usual payment terms | Net 30, invoiced at each milestone |
| Deposit practice | Many technical writers bill a first milestone when the outline is approved instead of taking an upfront deposit. |
| Sample lines | 8 lines, $6,915.00 before tax |
| Largest line | User guide drafting: $2,600.00 (38%) |
| Labour hours billed | 25 h, $6,615.00 |
| Trade-specific fields | Product name and version, Documentation set, Milestone, Review round, Client PO no. |
Sample technical writer invoice line items
Write a 40-page user guide and 12 API reference topics for a software release: 8 lines adding up to $6,915.00, split into labour $6,615.00 (96%) and services $300.00 (4%).
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Documentation plan and outline (Audience, topic map, style decisions) | 6 hr | $85.00 | $510.00 |
| SME interviews and product walkthroughs (Four sessions with engineering and support) | 5 hr | $85.00 | $425.00 |
| User guide drafting (Installation, configuration, workflows and troubleshooting) | 40 page | $65.00 | $2,600.00 |
| API reference topics (Endpoints, parameters, request and response examples) | 12 topic | $120.00 | $1,440.00 |
| Annotated screenshots and diagrams | 25 each | $18.00 | $450.00 |
| Review cycle edits (Two rounds of SME and editor comments) | 10 hr | $85.00 | $850.00 |
| Publishing to the docs platform (Markdown conversion, navigation, search and link check) | 4 hr | $85.00 | $340.00 |
| Terminology glossary and style sheet | 1 project | $300.00 | $300.00 |
| Subtotal | $6,915.00 | ||
| Total before tax | $6,915.00 |
What a technical writer invoice should include
- Your technical writing business name, address, phone and email, plus a tax ID if you are registered
- The customer's name and billing address (Chris Novak in the sample)
- A unique invoice number (INV-1546) and the issue date
- Payment terms and a due date: Net 30, invoiced at each milestone
- Product name and version: for example See notes
- Documentation set: for example See notes
- Milestone: for example See notes
- Review round: for example See notes
- Line items in hr or per item, each with quantity, rate and amount
- How to pay you: bank details, card link or cheque payee
How technical writers bill
Contract technical writers mostly bill by the hour, sometimes per finished page or help topic, and count subject-matter-expert interviews and review cycles as billable time.
Technical writers commonly use "Net 30, invoiced at each milestone", so payment is due 30 days after the invoice date. Many technical writers bill a first milestone when the outline is approved instead of taking an upfront deposit.
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Technical Writers $44.07 (employees, not contractor rates). The sample's $85.00 per hour for "Documentation plan and outline" is 1.9 times that employee figure; a business rate also has to cover insurance, tools, travel, unbilled admin time and profit.
Technical Writer invoicing tips
- Tie each invoice to the product version and doc set delivered, such as release 4.2 admin guide, because documentation is rewritten for the next release and the client's finance team needs to tell the two jobs apart.
- Bill the time spent interviewing and chasing subject-matter experts on its own line; engineers who miss review dates are the usual reason documentation hours exceed the estimate.
- If you price per page, define a page on the invoice, for example 250-300 words with a full-page diagram counted as half, so a dense reference page and a screenshot-heavy page are not argued over.
- Count review rounds on the invoice and price rounds beyond the agreed number separately, since product changes after sign-off mean rewriting topics that were already approved.
Technical Writer billing disputes to head off
- Feature changes after a section is approved lead to free rewrites; noting the build or version you documented against gives you grounds to bill the rework.
- Clients sometimes expect translation-ready source files or a migrated knowledge base thrown in; naming the delivery format on the invoice (Markdown in the repo, PDF, help-center articles) prevents that.
Work a technical writer can bill for
Core tasks of Technical Writers (O*NET 27-3042.00, O*NET 29.x task statements, CC BY 4.0). Each can become a line on the invoice.
- Organize material and complete writing assignment according to set standards regarding order, clarity, conciseness, style, and terminology.
- Maintain records and files of work and revisions.
- Edit, standardize, or make changes to material prepared by other writers or establishment personnel.
- Confer with customer representatives, vendors, plant executives, or publisher to establish technical specifications and to determine subject material to be developed for publication.
- Review published materials and recommend revisions or changes in scope, format, content, and methods of reproduction and binding.
- Select photographs, drawings, sketches, diagrams, and charts to illustrate material.
How to make a technical writer invoice
-
Add both parties
Enter Bluebird Technical Writing (your business) and the customer, Chris Novak, then product name and version.
-
Number and terms
Give it a unique number such as INV-1546 and set the terms to Net 30, invoiced at each milestone.
-
List the work
One line per item: the sample runs from "Documentation plan and outline" (6 hr) to "Terminology glossary and style sheet" (1 project).
-
Check the total
The 8 lines come to $6,915.00; add sales tax only if your state taxes technical writing.
-
Download and send
Download the PDF or print it, then keep a copy with the technical writing records.
Frequently asked questions
How do I make a technical writer invoice?
Add your technical writing business details, the customer, product name and version, documentation set, milestone and review round, then one line per item with quantity and rate. The template above is pre-filled with 8 lines for write a 40-page user guide and 12 API reference topics for a software release totalling $6,915.00; change the prices and download the PDF.
How do technical writers charge?
Mostly hr. Contract technical writers mostly bill by the hour, sometimes per finished page or help topic, and count subject-matter-expert interviews and review cycles as billable time.
When should a technical writer invoice be paid?
Net 30, invoiced at each milestone is the usual arrangement. Many technical writers bill a first milestone when the outline is approved instead of taking an upfront deposit. Put the terms and the due date on the invoice so there is no doubt.
How much do technical writers earn per hour?
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Technical Writers $44.07 (employees, not contractor rates). Self-employed rates are usually higher because they cover overhead and unbilled time.