Build an Invoice Tracker for Consultants
Track billable hours, invoices, and payment status per engagement so you always know which clients still owe you. Free to start.
16,171+ sites created with Kleap in the last 30 days
A working app, not a template
What it is
An invoice-tracking app for consultants is a web tool that records invoices against each client engagement, tracking day-rate, fixed, or milestone billing plus reimbursable expenses through to payment. It gives an independent consultant a clear view of what has been billed and what is still owed per engagement.
What your consultants invoice tracks
Every field below is one you can add, rename, or remove by chatting with Kleap — a starting point tuned for consultants.
Engagement or SOW name
Ties invoices to a specific statement of work so billing maps to the agreed scope.
Client name
Identifies who is being billed, key when one consultant runs several concurrent engagements.
Invoice number
Provides a clean reference for the client's procurement and your own records.
Billing basis
Flags whether this invoice is day-rate, fixed-fee, or a milestone, which explains the amount.
Days billed
Records consulting days on the invoice, the line clients scrutinize most on time-based work.
Reimbursable expenses
Captures travel and other pass-through costs billed on top of fees so nothing is absorbed.
Amount
The total invoiced, combining fees and any expenses for this billing.
Due date
Sets the expected payment date under the engagement's terms so overdue fees stand out.
Status
Marks each invoice draft, sent, paid, or overdue across every engagement.
What good looks like for consultants
One app, a view for everyone
Consultant (owner)
Outstanding by engagement and which invoices are aging past terms.
Client project sponsor
Days billed and milestone amounts against the SOW budget.
Bookkeeper
Paid fees and reimbursed expenses split out for tax and profitability.
Buy a tool, or own one built for you
Off-the-shelf software makes you fit its mold. With Kleap you describe the invoice you actually want and own it outright.
A typical invoice
- Monthly per-seat fees that grow with your team
- Your data lives on their servers, in their format
- Fixed features — you adapt to the tool, not the reverse
- Generic, not shaped around consultants
Built with Kleap
- Free to start — no per-seat pricing
- You own the app and its database, data stays yours
- Change anything by chatting — fields, views, workflow
- Shaped around how consultants actually works
Build it in 3 steps
Describe it
Tell Kleap what your consultants needs, in plain words.
AI builds it
Get a real working app with records, forms, and a dashboard.
Publish
Refine it in chat, then publish. It is a live app you own.
Frequently asked questions
Does this tool take payment or link to my client's accounts payable system?+
No. It does not process payments and does not connect to any client's AP or ERP system. It records each invoice and its status, so once a client pays through their own process you mark the invoice paid in the app.
Can I separate my day-rate fees from reimbursable expenses on an invoice?+
Yes. Each invoice record has a billing-basis field and a separate reimbursable-expenses field, so fees and pass-through costs are logged distinctly. This keeps your travel and expense recovery visible rather than buried in one lump total.
Will it sync my invoices to QuickBooks or Xero for tax time?+
No, there is no accounting integration. The tracker holds its own records of engagements, invoices, and payment status, which you or your bookkeeper reference directly and enter into your accounting software separately.
Can I track milestone billing across a long engagement?+
Yes. An engagement can hold multiple invoice records, each tagged as a milestone with its own amount and due date, so you see the full billing schedule for one client. The app tracks each milestone's status but does not release or trigger billings automatically.
More Invoice Tracker use cases
Ready to build it?
Describe your consultants invoice and watch it come to life. Free to start, no code.