Bid writer
invoice template

Bid writers invoice businesses for writing and managing responses to public and private sector tenders. Below is a ready-made bid writer invoice template, with worked example lines, the VAT and payment rules that apply, and the mistakes that most often delay payment.

What goes on a bid writer invoice

Name the tender and deadline, the work (bid management, writing, editing, review), days or fixed fee, and any success fee due on award.

Line by line: Bid writing, council framework tender, 5 days × £450.00 = £2,250.00; Bid review and editing, 1 × £400.00 = £400.00. The subtotal is £2,650.00. The example assumes you are not VAT registered, so there is no VAT and the total due is £2,650.00. The figures are illustrative, not a price guide, so use your own rates.

The legal minimum is the same for every trade. GOV.UK says an invoice needs a unique number, your business name and address, the customer's name and address, a description of the work, the supply date and invoice date, the amount charged, VAT if you charge it, and the total due. This template lays each of those out for bid writers; for the detail, read what a UK invoice must include.

Give each invoice the next number in a single sequence and never reuse one. A cancelled invoice keeps its number and is cancelled with a credit note. If you want a format that stays tidy for years, try the invoice number generator.

How bid writers price their work

Day rates or fixed fees per bid, sometimes with a success fee payable if the contract is won.

Keep the pricing visible. Each line should show the quantity, the unit and the rate, so the customer can match it to the quote. To set rates that cover your costs and your tax, try the day rate calculator; for materials and stock you resell, the profit margin calculator shows the margin you really make.

Agree this before you start

Agree the scope (whole bid, method statements only, or review), the client's responsibility for information, pricing and approvals, the internal deadline ahead of the tender deadline, success fee terms and when they are payable, and confidentiality, since you will see the client's commercial information.

When to send a bid writer invoice

On submission; success fees on contract award.

An invoice sent on the day tends to be paid on time; one sent weeks later tends to be paid weeks later. Email it as a PDF and keep a copy. The invoice due date calculator shows exactly when payment falls due under your terms.

VAT on bid writer invoices

Standard-rated for a registered bid writer.

Once registered, you charge 20% on fees and on most expenses you recharge, because a recharged cost is part of your service. Only genuine disbursements, paid on the client's behalf as their agent, are passed on outside VAT. For clients abroad in business, the place of supply rules normally put the service outside UK VAT.

Registration is compulsory once taxable turnover in the last 12 months passes £90,000, or when you expect to pass it within the next 30 days. Check your position with the VAT registration checker; until then, see invoicing without a VAT number.

Who bid writers invoice

Set invoicing terms in your engagement letter: what you charge, when you bill and how quickly you expect payment. Then keep each invoice specific: the matter or project, the period, and the work done. Late-paying business clients owe statutory interest at 8% above Bank Rate plus £40 to £100 of fixed compensation per invoice.

Diary the award date so a success fee is invoiced promptly.

Recharging costs and expenses

When you agreed to pass on costs, list them separately: mileage at an agreed rate, parking, materials or anything bought for the customer. The recharge is income and the cost is an expense, both in full. Registered businesses charge VAT on the recharge as part of their service; a true disbursement, paid as the customer's agent, is the narrow exception. Use the mileage calculator to value your business miles.

Engagement letters, retainers and disbursements

Tie every invoice to an engagement letter. State the matter or project, the period, the work done and the fee basis. Retainers are billed in advance, time in arrears. Separate true disbursements from recharged expenses, because the VAT differs. If your regulator sets billing or client-money rules, follow them before any template.

Deposits, stages and cancellations

Deposits are common on fixed-fee bids.

Agree the model before you start: a retainer invoiced at the start of each month, a fixed fee split between engagement and completion, or time billed monthly in arrears with a summary of hours.

Payment terms for bid writers

Businesses on 14 days.

Between businesses, the default when nothing is agreed is 30 days from receipt of the invoice or the work, whichever comes later, and agreed terms should not normally exceed 60 days. Late business payers owe statutory interest at 8% above Bank Rate plus fixed compensation per invoice; the late payment interest calculator does the sums. Private individuals are not covered by that Act, so agree your terms with them in writing before the work starts.

Getting paid faster

Put everything the customer needs to pay on the invoice: your bank name, account name, sort code and account number, and the reference to use, normally the invoice number. Give a due date, not just "on receipt". Then follow a routine: a reminder the day after the due date, another a week later, and a firmer letter after two weeks. Most late payment is disorganisation, not refusal, and a routine fixes it. Invoice payment terms compares the common options, and the due date calculator turns them into a date.

If a customer disputes the invoice

When a customer queries an invoice, reply quickly and in writing, quote the quote or agreement, and ask them to pay the part they accept while you resolve the rest. A credit note can settle a partial dispute cleanly. Unpaid after reminders? Send a letter before action with a final date; in England and Wales, claims up to £10,000 can then go to the small claims track. Invoice disputes and small claims for an unpaid invoice have the detail.

Common bid writer invoicing mistakes

• Late client information. State that deadlines depend on the client supplying information on time.
• Success fees vaguely defined. Define award, the amount and when it is payable.
• Invoicing only on award. Charge for the writing on submission; success fees are extra.
• Leaving out the due date. "Payment due within 14 days" or a date on the invoice gives you something to chase against. Without one, business customers default to 30 days.
• Losing track of what is unpaid. Chase on the day after the due date, not a month later; the guide to chasing an unpaid invoice has the wording.

Checklist before you send it

A quick check before sending saves a chase later:

• The invoice number is the next in your sequence and has never been used.
• The customer's name and address are right, with their purchase order or reference if they use one.
• Each line shows what was done, the quantity, the unit and the rate.
• The subtotal and total add up, and VAT appears only if you are VAT registered.
• The invoice date, a due date and your bank details are on it.
• A copy is saved with your records before you press send.

Keep a copy of every invoice

Your invoices are the evidence behind the income on your tax return, so keep a copy of every one. Making Tax Digital for Income Tax makes that digital: from 6 April 2026 for qualifying income over £50,000, from April 2027 over £30,000, and from April 2028 over £20,000, with quarterly updates to HMRC. Check your start date with the MTD requirement checker.

Download the bid writer invoice template

Download it as a Word document for Word or Google Docs, as an Excel workbook whose totals are live formulas, or as a print-ready PDF. Prefer to fill it in on screen? The free invoice generator opens pre-filled with the example bid writer lines, lets you choose a template and colour, and makes a finished PDF in a minute, with nothing stored.

For the tax side of the trade, from allowable expenses to Making Tax Digital, read the self-employed bid writer tax guide. A TapTax account, free to start, keeps your invoices and records together and files your quarterly updates to HMRC.