Nonprofits invoice for pledged donations, event sponsorships, membership dues, program service fees, and grant reimbursements. A nonprofit invoice should carry the organization's EIN and 501(c)(3) status, and — for sponsorships and fundraising — state how much of the payment is tax-deductible after subtracting the fair market value of any benefits received, as IRS substantiation rules require for payments over $75 with benefits attached.
Non-Profit Invoice Template
Reviewed by the Agiled editorial teamUpdated June 2026
A nonprofit's invoice often doubles as tax paperwork: the sponsor's accountant wants the EIN and the deductible amount, the grantor wants expense lines that match the award budget, and the donor who pledged in March needs a polite document that turns intention into a check. This template handles all three — with fields for 501(c)(3) status, quid-pro-quo disclosure on sponsorships, and grant reference numbers. Download it in PDF, Word, Excel, Google Docs, or Google Sheets, or generate a pre-filled version below.
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Your Company Name
123 Business St, City, State 12345
billing@yourcompany.com
INVOICE
INV-0001
Bill to
Client Company
Due
Net 30
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Consulting services | 10 | $100.00 | $1,000.00 |
| Grant writing assistance | 1 | $500.00 | $500.00 |
| Administrative support | 8 | $50.00 | $400.00 |
Download this invoice template
Pick a style, choose a format, and download — generated locally in your browser.
Style
Format
Fixed layout for sending and printing
Word
Editable in Word or Google Docs
Excel
Live formulas for recurring invoices
Or create and send invoices online
Create online- EIN on every invoice
- Payers need it for their records and 1099/grant files
- Quid pro quo rule
- Over $75 with benefits → disclose the deductible portion (IRC 6115)
- Grant billing
- Invoice against the award's budget lines with the grant number
- Pledge follow-up
- Invoice 30 days before the pledge date; most unpaid pledges are unreminded
What to include on a non-profit invoice
Organization name, EIN, and tax status
"[Org], a 501(c)(3) tax-exempt organization, EIN 12-3456789." Sponsors and donors need this for substantiation; grantors require it on every reimbursement request.
What the payment is for
Pledge fulfillment, gala sponsorship tier, program fee, membership dues, grant drawdown — named precisely. 'Contribution' alone fails both bookkeeping and IRS substantiation.
Deductibility statement for sponsorships
"$2,500 sponsorship includes benefits valued at $400 (table for eight); $2,100 is tax-deductible." Required disclosure for quid-pro-quo payments over $75 — and the sponsor's accountant will ask anyway.
Grant or award reference
Grant number, award period, and the budget line(s) being billed. Reimbursement-based grants pay against documentation, not invoices in isolation.
Pledge reference and schedule
"Per your pledge of March 2 — installment 2 of 4." The invoice is a reminder of the donor's own commitment, and the tone should read that way.
Restricted vs. unrestricted designation
If the payment is restricted to a program, the invoice should say so — it drives how your bookkeeper records the revenue and how you report it.
Payment methods including online giving
ACH details, check payee line, and the online payment link. Removing friction matters more for voluntary payments than any other invoice type.
What nonprofits commonly invoice
| Revenue type | How it's billed | Notes |
|---|---|---|
| Pledged donations | Per pledge schedule | Invoice ~30 days before each installment |
| Event sponsorships | $500 – $50,000+ by tier | With deductibility disclosure |
| Membership dues | Annual or monthly | State the deductible portion if benefits attach |
| Program service fees | Per service or sliding scale | Taxable UBI considerations if unrelated |
| Grant reimbursements | Monthly/quarterly drawdowns | Against approved budget lines |
| Facility or equipment rental | Market or below-market rates | Possible UBI; track separately |
Revenue outside the exempt mission (regular facility rentals, advertising) can be unrelated business income — flag recurring commercial billing to your accountant.
How non-profit billing actually works
Pledge fulfillment: the gentle invoice
Multi-year and installment pledges leak when nobody asks. The working pattern: invoice each installment about 30 days ahead, referencing the donor's original pledge date and amount, with the installment count visible ('2 of 4'). Frame matters — this is a reminder of the donor's generosity, so the template's tone fields should thank first and total second.
Sponsorships with benefits: disclose the split
A $5,000 gala sponsorship that includes a table and logo placement is partly a purchase, not wholly a gift. IRS quid-pro-quo rules require telling the payer what portion is deductible once payments exceed $75 with benefits attached. Put the math on the invoice: total, fair market value of benefits, deductible remainder. Sponsors renew faster when their accountant isn't chasing your office for it in March.
Grant drawdowns and cost reimbursement
Reimbursement-based grants (most government awards) pay against invoices that mirror the approved budget: personnel, fringe, supplies, indirect at the negotiated rate — each line matched to the award's categories, with the grant number and period on the header. Submit on the grantor's cycle with backup documentation attached; mismatched categories are the #1 cause of held drawdowns.
Program fees and earned revenue
Workshops, training, counseling fees, and facility rentals bill like normal service invoices — but coded carefully. Mission-related fees are exempt-function revenue; regular commercial activity (renting the hall to anyone, every weekend) can be unrelated business income that's taxable even for a 501(c)(3). The invoice's service description is the first evidence either way.
Invoicing mistakes that cost non-profit professionals money
Skipping the deductibility disclosure
For payments over $75 where the payer receives something, the IRS requires a written statement of the deductible portion — and can penalize organizations that omit it. Build the benefits-value line into every sponsorship and gala invoice rather than reconstructing values at year-end.
Treating pledge invoices like collections
A pledge is voluntary; an invoice that reads like a demand letter costs you the next gift. Reference their commitment, thank them, make payment one click — firm process, warm copy.
Grant invoices that don't match the budget
Billing 'program costs — $18,400' against an award with six budget categories guarantees a query or a denial. Mirror the approved budget line for line, bill within category caps, and reference prior drawdowns so the cumulative math is visible.
Ignoring UBI on earned revenue
Recurring commercial billing — advertising in the newsletter, weekly hall rentals to the public — can be taxable unrelated business income regardless of exempt status. Keep these invoices coded separately so your Form 990(-T) preparer isn't surprised.
How to use this template
- 01
Download the template in your preferred format, or generate a pre-filled version with the download studio above.
- 02
Add your organization's name, EIN, and 501(c)(3) status to the header.
- 03
Name the payment precisely: pledge installment, sponsorship tier, program fee, or grant drawdown with its reference.
- 04
For sponsorships with benefits, show the total, the fair market value of benefits, and the deductible portion.
- 05
Mark restricted-purpose payments and grant budget lines where they apply.
- 06
Offer check, ACH, and online payment options, then send — and log it against the pledge or award.
Skip this template if…
- Donation receipts and year-end acknowledgment letters — those substantiate gifts already received; an invoice requests payment.
- For-profit social enterprises — standard business invoicing applies; the tax-status fields here don't.
FAQs
Do nonprofits send invoices?
Routinely — for pledged donations on installment schedules, event sponsorships, membership dues, program service fees, facility rentals, and grant reimbursements. The invoice formalizes expected revenue and carries the tax details (EIN, deductibility) that payers need.
Can a nonprofit invoice a donor for a pledge?
Yes. A pledge invoice is a structured reminder of the donor's commitment, typically sent about 30 days before each installment with the original pledge date and the installment count referenced. It's standard major-gifts practice — most unpaid pledges were simply never reminded.
How much of a sponsorship is tax-deductible?
The amount paid minus the fair market value of what the sponsor receives — dinner seats, tickets, booth space. For payments over $75 with benefits attached, the IRS requires the organization to disclose this split in writing, so the invoice should show total, benefits value, and the deductible remainder.
How do nonprofits invoice against grants?
With drawdown or reimbursement invoices that mirror the approved award budget — personnel, fringe, supplies, indirect costs at the negotiated rate — quoting the grant number and reporting period, with supporting documentation attached and cumulative billing visible against each category's cap.
Does a nonprofit invoice need the EIN on it?
It should. Sponsors and business payers file your invoice with their tax records, grantors require the EIN on reimbursement paperwork, and donors' accountants use it to verify your exempt status. Print it in the header with your 501(c)(3) designation.
Is nonprofit earned revenue taxable?
Mission-related program fees are generally exempt-function revenue. But regularly carried-on commercial activity unrelated to the mission — advertising sales, routine facility rentals to the public — can be unrelated business income taxed via Form 990-T. Keep those invoices coded separately and ask your accountant where the line falls.
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