A web development invoice lists your details and the client's, a unique invoice number, the issue and due dates, the project name, the work on separate lines (hours by task, fixed milestones, a retainer, and pass-through costs such as hosting), any tax shown separately, the deposit already paid, and the balance due with how to pay it.
Download the free template below in PDF, Word or Excel, or fill it in online and download a PDF in about two minutes, without signing up.
Free Web Development Invoice Template (PDF, Word, Excel)
Grab the filled-in sample to see how a developer invoice is laid out, or the blank version to fill in your own details.
The online editor opens with the sample line items already in place. Change the details, add a quantity to any extra line you want to charge, and download your PDF.
The Word file opens in Word, Google Docs (File → Open → Upload), Pages and LibreOffice. The spreadsheet works out the totals, tax and deposit for you.
Web development invoice format: what to include
Whether you bill by the hour, by milestone or on retainer, every web development invoice needs these:
Website development invoice sample (filled-in example)
This is the sample from the PDF above: a freelance developer in Seattle billing a logistics company for front-end and back-end work, a fixed milestone and hosting, with the first milestone already paid.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Front-end development — 24 hrs @ $75 | 24 | $75.00 | $1,800.00 |
| Back-end / API development — 16 hrs @ $85 | 16 | $85.00 | $1,360.00 |
| Milestone 2 — beta delivery (fixed) | 1 | $500.00 | $500.00 |
| Hosting & domain (pass-through, 1 yr) | 1 | $180.00 | $180.00 |
| Monthly maintenance retainer | 1 | $150.00 | $150.00 |
| Subtotal | $3,990.00 | ||
| Milestone 1 deposit received (paid 02 Jun) | −$1,500.00 | ||
| Balance due (USD) | $2,490.00 | ||
Payment terms used in the sample: "Payment due within 30 days (Net 30). Bank transfer to Devlin Web Studio. Please include invoice number 2026-031 as the payment reference. Hosting cost is a pass-through of the provider's annual fee."
Web development invoice templates by billing model
The format stays the same; what changes is how you write the lines. Use these as a starting point.
Hourly web development invoice
Best when the scope is unclear or keeps changing. Put the hours on separate lines by task or by week, not one big "development" line, so the client can see where the time went. Typical lines: front-end development (hours × rate), back-end or API work, bug fixing, meetings and calls, and out-of-hours work at a higher rate.
Fixed-price (milestone) web development invoice
Best for a website or app with a clear spec. Agree the milestones in the quote and invoice each one when it is delivered. Typical lines: deposit at the start, then "Milestone 1 — design approved", "Milestone 2 — beta delivery", "Milestone 3 — launch", with earlier payments shown as minus lines on the final invoice. Bill change requests outside the spec as separate lines.
Monthly retainer or maintenance invoice
Best for ongoing support after launch. One line per month for the retainer (with the hours it includes, for example "Maintenance retainer — October, up to 5 hrs"), plus extra hours beyond the retainer and any renewals of hosting or licences. The online editor lets you duplicate last month's invoice in one click and change the month.
Software development invoice
App and software development is invoiced the same way as web work. Name the product and the version or sprint on each line (for example "Sprint 4 — payments module, 32 hrs"), list licences or app store fees as pass-through costs, and say in the terms when the source code and IP transfer to the client, which is usually on final payment.
Developer line items worth charging for
Contract developers often absorb work they should bill. Add explicit lines for these:
- Scope beyond the agreed spec — change requests billed separately from the original quote
- Third-party costs — hosting, domains, paid APIs, plugins and licences, passed through as their own lines
- Maintenance and support — a monthly retainer or an hourly support rate after launch
- Meetings and calls — billable on hourly projects; many developers forget them
- Rush or out-of-hours work — a premium rate for urgent fixes
- Content upload and training — adding the client's content or showing their team how to use the CMS
How to show taxes on a web development invoice
Add tax only if you are registered for it, and show it on its own line below the subtotal with the rate, for example "GST 18%" or "VAT 20%". If you are not registered, leave the tax line out completely. Rules differ by country:
- India: IT design and development services (SAC 998314) carry 18% GST, split into CGST 9% + SGST 9% for a client in your state, or IGST 18% for a client in another state. See the bill format below.
- UK and EU: charge VAT only if you are VAT-registered, and show your VAT number on the invoice. Billing a business client in another country has its own rules, so check them before you invoice.
- US: whether web development or software services are subject to sales tax depends on the state, so check your state's rules.
This is general information, not tax advice. Check with an accountant (or a CA in India) for your situation.
Website development bill format in India (with GST)
If you are registered for GST, your website development bill has to be a tax invoice with the details required by Rule 46 of the CGST Rules: your name, address and GSTIN; an invoice number of up to 16 characters that is unique within the financial year; the date; the client's name and address (and GSTIN if they are registered); the SAC code; the description and value of each service; the GST rate and amount; the place of supply; and your signature (not needed on an electronic invoice).
Here is an example for a developer in Bengaluru billing a client in the same state:
| Description | SAC | Qty | Amount (₹) |
|---|---|---|---|
| Website design and development — fixed price | 998314 | 1 | 1,20,000 |
| CMS setup and content upload | 998314 | 1 | 25,000 |
| Annual maintenance — 12 months | 998314 | 1 | 36,000 |
| Taxable value | 1,81,000 | ||
| CGST 9% | 16,290 | ||
| SGST 9% | 16,290 | ||
| Invoice total | 2,13,580 | ||
| Advance received | −60,000 | ||
| Balance due | ₹1,53,580 | ||
Above the table, the invoice shows the developer's GSTIN, the invoice number and date, the client's details and "Place of supply: Karnataka (29)". For a client in another state, replace the CGST and SGST lines with one line of IGST 18% (₹32,580 here).
- Not registered for GST? Registration is needed once your yearly turnover from services passes ₹20 lakh (₹10 lakh in some special category states). Below that, if you have not registered, issue a plain bill with no GST lines and no GSTIN.
- Hosting and domains bought for the client can be billed as pass-through costs. How they are taxed depends on how you buy and resell them, so ask your CA.
In the online editor, set the currency to INR (₹), enter 18 as the tax rate, and write your GSTIN, the SAC code, the place of supply and the CGST/SGST split in the notes.
GST rates and rules are set by the GST Council and can change. Confirm the current rate and your SAC code with your CA before you invoice.
How to create a web development invoice in 5 steps
Open the editor
Go to the web development invoice template and start filling it in straight away. No sign-up is needed to try it. Create a free account with Google, GitHub or email when you want to save or send it. No credit card required.
Add your details and logo
Your name or studio, contact info and logo. Saved automatically for every future invoice.
Add your client
Client company and contact, saved for one-click auto-fill next time.
List the work
Hours by task, milestones, retainer and pass-through costs, each as a line with quantity and rate. Choose your currency (9 are supported, including USD, EUR, GBP and INR), add tax if you charge it, and set the issue and due dates.
Download the PDF or email it
Download a branded PDF or email it to your client straight from the app.
How to get paid faster as a developer
- Invoice on milestones — don't wait until the whole project ends to bill
- Be specific — "Auth module + API integration (12 hrs)" beats "development work"
- Take a deposit on fixed-price work before you start
- Tie handover to payment — final deployment, source code or admin access on cleared payment
- Set clear due dates and send a polite reminder when one passes — here are payment reminder emails you can copy
Free web development invoice generator
Simple Invoice Generator is an online invoice generator that works well for freelance and contract developers:
- Professional PDF with your logo
- Email invoices to clients straight from the app
- Track status — draft, unpaid, paid, overdue
- Saved clients with auto-fill, and one-click duplicate for monthly retainers
- 9 currencies including USD, EUR, GBP, INR, CHF, CAD and AUD
- Automatic payment reminders 1, 7 and 14 days after the due date (Pro)
The free plan includes 3 invoices with no credit card. Pro is $9 a month for unlimited invoices. If you're comparing tools, see what the cheapest invoicing software costs per year.
Ready to send a professional web development invoice?
Fill in the template online and download your PDF. No sign-up needed to try it.
Open the Web Development TemplateFrequently asked questions
Is there a free web development invoice template in Word?
Yes. The Word template on this page (.docx) opens in Microsoft Word, Google Docs, Pages and LibreOffice. Replace the text in brackets with your own details. There is also a blank PDF, a filled-in PDF sample, an Excel spreadsheet that calculates the totals, and an online editor that makes the PDF for you without sign-up.
How do I write an invoice for web development?
Put your name or studio and the client's details at the top, then a unique invoice number, the issue date, the due date and the project name. List the work on separate lines: hours by task at your hourly rate, fixed milestones, a monthly retainer, and pass-through costs such as hosting and domains. Show any tax separately, subtract the deposit already paid, and finish with the balance due and how to pay it.
What is the format of a website development bill in India?
A GST-registered developer issues a tax invoice showing their GSTIN, a serial number of up to 16 characters, the date, the client's name and address (and GSTIN if registered), SAC 998314 (IT design and development services), a description of each service, the taxable value, CGST and SGST (or IGST for a client in another state) at 18% in total, the place of supply and a signature. A developer who is not registered issues a plain bill without any GST.
Should a web developer charge a deposit?
For fixed-price projects, usually yes. A deposit of 25–50% before work starts is common and protects you if the project is cancelled. Show the deposit as a paid line on the final invoice, with the remaining balance clearly due.
How do I invoice hosting and domains for a client?
Put each one on its own line and label it as a pass-through cost, for example "Hosting (pass-through, 12 months)". That way the client sees it is the provider's fee and not your development time. If you add a handling fee, show it as a separate line.