Web Developer Invoice Template
This web developer invoice template is already filled in with the line items the job usually carries. Change the numbers, add your details, and download the PDF. Nothing is uploaded and no account is needed.
A web developer's invoice usually covers a milestone rather than a finished product, so it has to say which milestone and what the next one costs.
Your details
Bill to
Invoice details
Line items
Tax & discount
- Subtotal
- $5,940.00
- Total due
- $5,940.00
Notes & payment details
- Invoice no.
- —
- Issued
- —
- Due
- —
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Milestone 2: authentication and user accounts | 1 | $4,200.00 | $4,200.00 |
| Change request CR-04: SSO provider swap | 8 | $145.00 | $1,160.00 |
| Third-party service setup and configuration (hours) | 4 | $145.00 | $580.00 |
- Subtotal
- $5,940.00
- Total due
- $5,940.00
Milestone 3 (billing integration) begins on approval of this milestone and is quoted at the figure in the original scope document. Change requests are quoted and approved in writing before work starts, and are billed at the hourly rate shown. Hosting, domain and third-party service fees are the client's own accounts and are not billed here.
Prefilled as a web developer invoice. The rates shown are round placeholder figures to make the document readable, not rate guidance. Saved in this browser only.
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How web developers usually bill
| Convention | Value |
|---|---|
| Billed by | Per milestone, per sprint, or per hour |
| Usual payment terms | Net 15 or Net 30, milestone-based |
| Money up front | 25% to 50% before the first milestone |
| Also called | developer invoice, software invoice, web design invoice |
| These are the common conventions in the trade, not rules. The terms that matter are the ones in your own agreement with the client, and this template will carry whatever you set. | |
What belongs on a web developer invoice
- The milestone, named
- An invoice that says 'development work' is impossible for a client's finance team to approve. Name the milestone from the scope document and they can match it.
- Change requests as separate lines
- Every item of scope creep gets its own line with its own reference. It is the only way a client sees that the overrun was made of decisions they made.
- Whose accounts the running costs sit on
- Hosting and third-party services should be on the client's own cards. Say so on the invoice so nobody assumes you are absorbing them.
- What happens on approval
- Naming the next milestone and its price turns the invoice into the trigger for the next phase rather than the end of a conversation.
The mistake that costs web developers the most
Letting unbilled change requests accumulate to the end
A client who approves fourteen small changes over two months has no sense of what they added up to, and an invoice that reveals it at the end reads as a trap however fairly it was calculated. Invoice change requests with the milestone they landed in, while the client still remembers asking.
Sales tax on a web developer invoice
Custom development is a service and is usually untaxed, but several states treat pre-written or off-the-shelf software as a taxable product. If you are reselling a licence alongside your own work, the licence and the labour may be treated differently.
The template has a tax field with an editable label, so it will say VAT or GST if that is what you need, and it applies the rate to the subtotal after any discount. Leave the rate at zero if you are not registered to collect. Nothing here is tax advice, and a question about your own registration is one for your state's department of revenue or your accountant.
Templates for related work
Per hour, per day, or against a monthly retainer
Per project, with an hourly rate for work outside scope
Quoting the job before you bill it is what the quote generator is for, and working out what to charge in the first place is what the freelance rate calculator does.
Questions about web developer invoices
Should a developer bill hourly or per milestone?
Milestones for the agreed scope, hourly for anything outside it. Milestones give the client a predictable number and give you payment before the whole project is delivered. The hourly rate on the same invoice is what keeps change requests from being free.
How do I invoice for scope creep without a fight?
By invoicing it early and by reference. Give every change request a number when it is requested, quote it in writing before doing it, and put it on the next invoice as its own line. The fight happens when the first time a client sees the cost of a change is months after they asked for it.
Should hosting be on my invoice or the client's card?
The client's card, wherever possible. Paying their hosting makes you a reseller of something with no margin, exposes you if they stop paying, and means the site's continuity depends on your relationship. Set the accounts up in their name and bill only your time for doing it.