Free PR specialist invoice template · No signup needed
Professional invoices for
PR consultants & publicists
Create polished, professional invoices for PR retainers, press campaigns, media outreach, and communications projects. Monthly retainer or project-based — delivered as a PDF in seconds.
📣 Create PR invoice — free
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Common PR invoice line items
PR and communications work spans retainers, campaign projects, media events, and content creation. Here's what freelance PR consultants and publicists commonly invoice for:
| Line item | Notes |
|---|
| Monthly PR retainer | Fixed monthly fee covering agreed activities — media outreach, coverage tracking, strategy calls |
| Press release — writing & distribution | Per press release; specify whether distribution is included or charged separately |
| Media day / press event management | Day rate for organising and running press events, product launches, or media briefings |
| Media relations — outreach campaign | Targeted journalist and media outreach for a specific product, campaign, or brand story |
| Crisis communications | Day rate or flat fee for reactive crisis management; often at a premium rate for urgency |
| Influencer & partnership outreach | Research, outreach, and coordination of influencer or brand partnership campaigns |
| Coverage report & analytics | Monthly or campaign-end media coverage report — clippings, reach, sentiment, AVE |
| Award entry writing | Research and writing of industry award submissions; per entry or project fee |
| Spokesperson coaching & media training | Preparation sessions for interviews, broadcast appearances, or press events |
| Content creation — thought leadership | Ghostwritten articles, op-eds, or LinkedIn content for executive clients |
| Travel & out-of-pocket expenses | Reimbursable costs (travel, accommodation, event materials); specify per client policy |
Why freelance PR consultants use PennaPay
📣
Retainer-ready invoicing
Set up recurring monthly invoices for retainer clients that generate and send automatically. Spend less time on admin and more time on media relations. Pro feature.
💳
Online card payments
Clients pay directly from the invoice by card via Stripe — no chasing BACS transfers. Ideal for smaller businesses and startups who want to pay instantly with a company card.
📁
File delivery built in
Deliver coverage reports, press packs, and media assets directly to clients via a secure download link — no Dropbox, no WeTransfer. Included in your PennaPay workspace.
👥
Client CRM
Keep every client's contact details, campaign notes, and invoice history in one place. See outstanding balances, communication history, and retainer status at a glance.
📄
Branded PDF invoices
Upload your logo and set your brand colour — invoices are generated in your own branding, not a generic template. The right first impression with corporate clients.
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Client messaging hub
Keep all client communication — briefs, approvals, updates — in one place alongside invoices. No more trawling through email threads to find what was agreed.
Frequently asked questions
Is this PR specialist invoice template free?
Yes, completely free. No account needed. Fill in your details, choose a template, and download a polished PDF invoice instantly.
How should a freelance PR consultant invoice clients?
Most freelance PR consultants invoice monthly on a retainer basis — a fixed fee covering agreed activities for the month. Issue the invoice at the start of the billing period (or end, depending on your contract) with a clear description of what's covered. For project work, invoice per milestone or at project completion. Always agree payment terms upfront — 14 or 30 days are standard in the industry.
What should a PR invoice include?
A professional PR invoice should include your business name and contact details, the client's name and billing address, a unique invoice number, the invoice date and payment due date, an itemised breakdown of services (retainer fee, press release writing, event management, etc.), VAT if applicable, and your bank or payment details. For retainers, a one-line summary of what activities are covered that month adds transparency and reduces queries.
Do freelance PR consultants need to charge VAT?
In the UK, you must register for VAT once your taxable turnover exceeds £90,000 in any rolling 12-month period. Once registered, add 20% VAT to your invoices and file quarterly VAT returns. Below the threshold, set your tax rate to 0% in PennaPay. If you work with overseas clients, different rules apply — seek advice from an accountant.
What's the best invoice template for a PR specialist?
The Studio and Corporate templates work best for PR professionals — they convey the credibility and polish that corporate and brand clients expect. The Clean template is ideal for straightforward retainer billing where a clear, simple layout is the priority.