Paid Speaker Invoice Template serves as front line correspondence when a formal bill must be issued for a private or public talk. The structure of the template will guide you through the invoicing process with relative ease while producing a document that can be as robust and comprehensive or as succinct as the user prefers. So long as all the sections composing this template are filled out, the Clients’ record-keeping needs for submitting payments will usually be met. Of course, it will be up to the Speaker to make sure he or she is abreast of all the Client’s requirements since some may be more specialized. In any case, once this document has been completed it may be sent to the Client as a formal payment request for a talk. As a matter of good bookkeeping, it is strongly recommended that you also print out a hard copy of the completed form you will send for your own files.
How to Write in PDF and MS Word
Download: Adobe PDF & Microsoft Word (.docx)
Step 1 – Access And Save The Paid Speaking Invoice
When you are ready to bill for a talk at an event, seek out and select either the “Adobe PDF” or “Microsoft Word” button on this page. Both will grant you access to a different file version of the invoice document. It is recommended that you retain an unedited copy for your records and for later use.
Step 2 – Identify The Public Speaker
This document’s initial task will be to display the identity of the Paid Speaker. His or her professional name should be used to substitute the “Company Name” label in the text box at the start of this page. 
The full “Name” of the Paid Speaker along with his or her mailing address are also an expected display of the header area. Below the textbox where we identified the Paid Speaker are a grouping of labeled lines. The first four will enable a neat presentation of the Paid Speaker’s “Name,” then his or her business “Street Address,” “City, State, Country,” and finally the Paid Speaker’s “Zip Code.” We will complete this area with some items that lend themselves to current business cards. The “Phone” and “E-Mail” lines expect the Paid Speaker’s current business telephone number and professional email address as your entries for their content.
Step 3 – Dispense The Invoice Number Assigned To This Talk
A clear manner of identifying this bill in the future should be presented within its contents. The “Invoice #” line will answer this need nicely. Record the unique document number that will be used to follow this invoice from its generation to its receipt of payment on the first blank line that follows the Paid Speaker’s header information. 
The “Date” when the Paid Speaker or the (Paid Speaker’s Office) has generated this paperwork and assigned the amount owed to the Client is also a traditional report. Locate the appropriately designated line on the right side of the page then present this calendar date accordingly.
Step 4 – Directly Address The Event Manager Or Sponsor
This document will need to be addressed to the entity that shall pay the requested amount. This entity may be anything from an Event Management Company to a School and must be identified with its full legal “Name” in the “Bill To” section for this invoice to be applied correctly. 
In addition to the Payer’s “Name,” its entire billing address must be recorded. The “Street Address” line with its complimentary “City, State, Country” line will report the first two traditional lines making up the Payer’s billing address. The Payer’s “Zip Code” should be recorded separately on the last line of the “Bill To” section.
Step 5 – Document The Talk Requiring Payment And The Requested Amount
The “Bill To” section will lead to an invoice table. Use the left-hand box of this table (“Description”) to give the specifics of the talk that requires payment. Traditionally, this should include the date, times, and subject matter. 
The right-hand box will follow up on the talk’s details by displaying the “Amount” that is being charged to the Payer. Report this dollar value accordingly. Underneath the “Amount” box will be several more items. The “Subtotal” is meant to be a summary of the “Amount.” That is, you will either need to add all the dollar values that you recorded to one sum or merely re-enter the “Amount” owed that you reported. This box must display all the charges due without the addition of any taxes. Most Paid Speakers will not be required to include a sales “Tax.” However, if any products were sold this will likely be mandatory in many localities. Display the total sales “Tax” that must be charged in the “Tax” box. If none will be added, you may leave it blank or enter a zero dollar amount. The “Total” owed for the talk will be the sum of the talk’s “Subtotal” charges plus its applicable “Tax.” Perform this addition then place the result in the last box.
Step 6 – Specify When The Payment Is Expected
The statement at the conclusion of the table will apply to its “Total.” The empty line available after the wording “Payment Is Due In #” is reserved strictly for the most number of days defining the period when a payment must be made to be on time. 
Step 7 – The Paid Speaker May Include Additional Directions Or Subject Matter
The statement label “Special Instructions And Comments” sets the stage for additional subjects to be included in this discussion.
How to Write in MS Excel
Download: Microsoft Excel (.xlsx)
Step 1 – Issue The Paid Speaker Invoice Using A Spreadsheet Template
The invoice needed to bill Clients for a talk is obtainable as an Excel spreadsheet. Use the link introducing this area to access the template as a spreadsheet and save it to your system.
Step 2 – Introduce The Paid Speaker As The Payee
This paperwork will function correctly only if it properly identifies itself with the Sender’s information. The beginning of this spreadsheet tasks itself with this goal with a reserved area for the Paid Speaker’s professional logo and name. Produce these items as the contents of cells A1 and A2 respectively. Excel will allow a direct upload of your logo’s image file to cell A1 by right-clicking your mouse in its contents then following the menu items accordingly. 
Oftentimes, the professional or “Company Name” of the Paid Speaker differs (at least slightly) from his or her full legal “Name.” Cell A3 must display the Paid Speaker’s full “Name.” A valid mailing address where the Paid Speaker expects his or her business correspondence and check payments should be submitted to this area. Note, this material must be supplied on a cell by cell basis so begin by dispensing Paid Speaker’s building number/street or PO Box to cell A4. This report must be continued with the Paid Speaker’s “City, State, Country,” and “Zip Code” in cells A5 and A6 respectively. Lastly, cell A7 and cell A8 expect the Paid Speaker’s “E-Mail” and “Phone” information furnished as their contents.
Step 3 – Report The Reference Number Attaching The Talk To The Amount OwedThe document that we are completing will need to have one unique detail so it may be referred to and discussed easily. A unique number will enable such a convenience. This document number should be produced in the cell below the “Invoice #” label (cell F4). The invoice “Date” that will name the day the Paid Speaker has developed this paperwork to formally assign the payable amount to the Client’s obligations is set as the current calendar day (according to your computer’s clock). Of course, if a different “Date” needs to be applied you may edit the contents of cell H4 accordingly.
Step 4 – Bill The Event’s Organizers For The Talk
We must assign this invoice to a specific target. In the case of this document, the Recipient will be the paying Client we name in cell A11 (under “Bill To”). 
Continue with our identification of the Speaker’s Client by documenting his or her billing address. Cells A12 though A14, with the respective labels “Street Address” and “Zip Code,” have been reserved for your entries of this material.
Step 5 – Discuss The Talk Being Invoiced
We will proceed down column A in the “Bill To” section to cell A17. This is the first cell in a table set to summarize the talk’s details and charges for the Client’s records. The specifics defining the Paid Speaker’s talk should be reported in cell A17 as the talk’s “Description.” 
The next cell requiring a production of material is cell H17. Deliver the cost of the talk to this cell. The “Subtotal,” or the total “Amount” owed for the talk without taxes, is an expected entry for cell H18. If any merchandise was sold for this talk and will be billed to the Client, then a sales “Tax” will likely need to be applied. Any sales “Tax” you apply should be submitted for review in cell H19. The final cell in this table, H20, expects your entry of the final “Total” that must be paid to the Speaker. You may arrive at this figure by adding the contents of cells H18 and H19.
Step 6 – Deliver The Speaker’s Payment Instructions
Our table presenting the “Total” will inform the Recipient of quite a few details. The statement that occupies the next part of this invoice (“Payment Is Due”) will make a point of obligating the Recipient to pay the owed amount within a determined period of time. Record this period in “Days” by typing it over the brackets and symbol in cell A21. 
Cell A22 enables a continuation of this invoice with content geared toward the situation at-hand. Use this cell to record “Special Instructions or Comments” for the Speacker’s Clients.
