Web Designer Invoice Template

Free invoice templates for web designers built for design hours, revisions, and hosting fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: web designer invoice, web designer bill, or web design invoice.

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Download Free Web Designer Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom Web Designer Invoice Template

Best for:

Logo, PO and change order fields.

Printable Web Designer Invoice Template

Best for:

Totals, approvals, signatures.

Editable Web Designer Invoice Template

Best for:

Edit scope, sprints, SEO and QA.

Free Web Designer Invoice Template

Best for:

Pages, CMS, hosting, timeline notes.

How to Invoice as a Web Designer

Keep it simple, tie charges to deliverables, and show the money flow from deposit to final balance.

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In 5 Steps:

Pull scope, deliverables, and rates from the signed SOW or proposal.
Create the invoice and itemize labor, assets, and any pass through licenses, then apply tax where needed; check local rules.
If your process uses a deposit, issue the deposit invoice before kickoff with a firm due date.
When a milestone or final delivery is approved, send the next invoice with links to deliverables.
Apply the deposit as a credit on the final invoice, add any approved extras, and set the due date.

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What to Include in a Web Designer Invoice

These are the must-have fields that keep your invoice clear and compliant.

Invoice number
Issue date and due date
Your business name, address, and contact info
Client billing name and address
Project or SOW title and SOW or contract number
Service period or milestone covered
Itemized description with units and rates
Subtotal, taxes, credits or deposits applied, and total due
Payment terms, late fee policy, and payment method or pay link
Tax ID or business registration ID if required (check local rules)

Billing Scenarios for Web Designers

How to label charges so every invoice makes sense the moment your clients see it.

Milestone payment 1; Milestone payment 2

Fixed-price website billed in milestones

This ties payments to concrete deliverables and reduces risk for both sides.

Design hours; Project management time

Hourly design updates for an existing site

It separates creative work from coordination so time spent is transparent.

Stock photo license; Font license

Stock assets licensed for the project

This clarifies pass-through costs and who holds the license rights.

Plugin license; Setup and configuration

Premium plugin or theme required

Set a clear due date and state the late fee or interest in the terms.

Change request; Additional design hours

Out-of-scope change after sign-off

It flags work beyond the agreed scope and links it to time and cost.

Monthly retainer; Overage hours

It shows what is included each month and what runs beyond the cap.

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What web designers usually bill for

List design and build hours, revisions, hosting, domains, and maintenance with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Discovery workshop

Time

New website or major redesign

Hours × hourly rate. Align scope, goals, and budget before design starts so decisions stick.

Site architecture & wireframes

Item

Sitemap and page flows approved

Deliverables × fixed rate. Use low-fi wireframes to lock layout and UX early.

UI design mockups

Item

Visual direction selected

Screens × fixed rate. Provide desktop and mobile comps for stakeholder review.

Responsive front-end build

Item

Designs approved and ready

Templates × fixed rate. Code responsive HTML, CSS, and JS for agreed breakpoints and browsers.

CMS setup & theme configuration

Item

Site will use a CMS

Instances × fixed rate. Install, configure, and secure CMS; set roles, backups, and basic plugins.

Content migration

Time

Moving content from old site

Hours × hourly rate. Clean, map, and import text and media into the new CMS.

Accessibility audit & remediation

Time

Meeting WCAG or policy

Hours × hourly rate. Audit issues and fix color, contrast, ARIA, and keyboard traps.

Maintenance retainer

Item

Ongoing updates post-launch

Monthly hours × retainer rate. Bundle updates, monitoring, and minor fixes into a predictable plan.

Rush turnaround surcharge

Item

Compressed delivery timeline

Qty × rush rate. Prioritize your project and extend coverage to nights or weekends.

Change order labor

Time

Scope changes mid-project

Hours × hourly rate. Track new tasks separately to protect schedule and budget.

Save and reuse your web design rates and fees

Create a free account and save hourly rates, revision tiers, and hosting and domain fees once, so nothing gets retyped.

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Common Web Designer Invoicing Mistakes

Invoices go sideways when details are fuzzy or buried. Use these fixes to keep payments fast and clean.

Mistake

How to fix it

Forgetting to apply the deposit on the final invoice causes overbilling and slows payment.

Show the deposit as a credit on the final invoice and subtract it from the balance so the total due is correct.

Bundling labor, assets, and licenses into one line hides what was done and creates tax confusion.

Use separate lines for labor and for each pass through asset or license, and only tax items that require it. Check local rules.

Name the tasks clearly and reference the SOW so the client can match work to deliverables.

Set a clear due date and state the late fee or interest in the terms.

Missing payment instructions stalls the money.

List accepted methods and include a pay link or bank details, plus any reference needed for their system.

Not referencing the SOW or PO causes approval delays and mismatched records.

Add the SOW or contract number and any PO number so the invoice routes and reconciles correctly.

Web Designers Invoice FAQs

Practical billing for discovery, wireframes, plugins, rush fees, retainers, SEO, and WCAG tasks for web designers and agencies with line items, markup, terms, clear answers.

How should I bill discovery, UX research, and wireframes?

Bill as a separate phase with hours or a fixed fee. Example line: Discovery & UX research: 10 hrs @ $120/hr = $1,200.

For a full website build, should I use milestones or a fixed fee?

Use milestone billing tied to outputs, not dates. Example lines: 40% Deposit: $3,200; 40% Design sign-off: $3,200; 20% Launch: $1,600.

What belongs on the invoice for scope changes?

Add a change order with a short description, estimate, and client approval date. Example line: Change request: extra landing page: 6 hrs @ $110/hr = $660.

Can I pass through costs for stock images, fonts, and plugins?

Yes, list each asset with license notes and your markup if any. Example lines: Shutterstock image license: $49; Premium slider plugin: $79; Asset handling fee: 10% = $12.80.

How do retainers for ongoing design, A/B testing, and content updates work?

Set a monthly block of hours with rollover rules and an overage rate for your studio or web design agency. Example lines: Retainer: 20 hrs @ $100/hr = $2,000; Overage: $125/hr.

How do I price accessibility and SEO deliverables?

Quote WCAG audits, alt text, color fixes, and basic on-page SEO as separate tasks. Example lines: WCAG AA audit: $900; SEO title/meta setup: 10 pages: 5 hrs @ $110/hr = $550; rules vary—check local rules.

What’s fair for rush work, after-hours, and client delays?

State a rush multiplier and evening/weekend rate, plus a standby fee when content is late. Example lines: Rush fee: 25% of project = $750; After-hours: 3 hrs @ $150/hr = $450; Delay standby: 1 day @ $200.

Who owns design source files, and is a transfer fee OK?

UI/UX designer keeps source files unless the contract transfers rights after final payment. Example lines: Source file transfer: $400; Working files release upon paid-in-full.