Web Developer Invoice Template

Free invoice templates for web developers built for labor, hosting fees, and software licenses. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: web developer invoice, web developer bill, or web dev invoice.

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Download Free Web Developer 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 Developer Invoice Template

Best for:

Logo, PO, repo and environment fields.

Printable Web Developer Invoice Template

Best for:

Totals, approvals, dates, signatures.

Editable Web Developer Invoice Template

Best for:

Edit scope, sprints, change orders.

Free Web Developer Invoice Template

Best for:

Pages, features, hours, milestones.

How to Invoice as a Web Developer

Keep billing simple by linking your invoice to the project plan, time log, and approvals.

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In 5 Steps:

Confirm scope and rate in writing and set a deposit due before you start.
Track billable hours, milestones, and approved change requests as you work.
When a milestone or sprint finishes, create the invoice from your time and deliverables.
Apply the deposit to the first invoice or final balance per the contract.
Send the invoice with payment links and late terms, then follow up until paid.

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What to Include in a Web Developer Invoice

These are the must-have fields for clear, compliant invoices.

Your business name, address, email, phone
Client name and billing address
Invoice number
Issue date and due date
Project title and SOW/contract #
Service period (start to end)
Tax ID or VAT ID
Payment terms and accepted methods
Deposit received (amount/date)
Balance due and late fee terms (check local rules)

Billing Scenarios for Web Developers

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

Project deposit; Prepayment credit

New project deposit before kickoff

Secure commitment and show how the deposit reduces the balance.

Milestone: Design and build; Fixed fee

Fixed-price milestone delivery

Ties the charge to a clear deliverable and outcome.

Hourly development; Sprint review

Time and materials sprint

Reflects actual work this cycle and the demo meeting.

Rush fee; Priority scheduling

Urgent turnaround request

State the unit next to the rate and note your rounding rules.

Reimbursable expense; Receipt attached

Pass-through tools or assets

Shows client-owned costs with proof and no markup if agreed.

Website maintenance plan; Hosting and monitoring

Groups recurring services so monthly value is obvious.

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What web developers 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 & Scoping

Time

Before any build or rebuild

Hours × hourly rate. Capture goals, risks, and constraints to prevent scope creep later.

Frontend Development

Time

Building UI from approved designs

Hours × hourly rate. Code responsive components and layouts to spec for fast, accessible pages.

Backend Development

Time

Creating server logic or APIs

Hours × hourly rate. Implement endpoints, data models, and integrations with security in mind.

CMS Setup & Config

Item

Installing and configuring a CMS

Units × fixed rate. Provision roles, taxonomies, and settings for a maintainable site.

E-commerce Integration

Item

Adding carts, checkout, or payments

Milestones × fixed rate. Connect gateway, taxes, and shipping rules; verify test transactions.

Content Migration

Item

Moving content from old site

Items × fixed rate. Map fields, import assets, and validate links to reduce downtime.

Performance Optimization

Time

Speed issues show in audits

Hours × hourly rate. Profile bottlenecks and optimize assets, queries, and caching.

Accessibility Remediation

Item

Fixing WCAG issues from audit

Issues × fixed rate. Correct semantics, color contrast, and keyboard flow for compliance.

Bug Fix & QA

Time

Reproduced defects or test cycles

Hours × hourly rate. Write test cases, fix defects, and re-test to confirm closure.

Maintenance Retainer

Item

Ongoing updates and monitoring

Months × retainer rate. Reserve capacity for patches, backups, and minor enhancements.

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 Developer Invoicing Mistakes

Clients push back when invoices feel fuzzy or incomplete. Use these fixes to reduce disputes and get paid faster.

Mistake

How to fix it

One-line invoices that bundle tasks and outcomes, making value and effort unclear.

Break work into separate lines with short plain names so clients see what they are paying for.

Missing service period creates confusion about which dates the charges cover.

Add the start and end dates for the work window on every invoice.

Reference the SOW or contract number and keep it consistent across invoices.

State the unit next to the rate and note your rounding rules.

Vague payment terms delay payment and weaken your late fee policy.

Set net terms, accepted methods, and the late fee or interest in plain language. Check local rules.

Missing tax and compliance info can block payment in the client’s accounting system.

Include your tax ID or VAT ID and any required business identifiers. Check local rules.

Web Developer Invoice FAQs

Get paid for website builds, retainers, bug fixes, hosting, and change requests with clean line items, markup, and terms. Includes a Web Developer Invoice Template. Clear answers.

How do I bill a website build with milestones?

Break the project into phases and tie each to a deliverable. Example: “Milestone 1: Wireframes & Site Map: $2,500” and “Milestone 2: Responsive Templates: $4,000.”

What should a retainer look like on the invoice?

List the retainer as a deposit, then show drawdowns. Example: “Monthly Retainer Received: $3,000” and “Retainer Applied: 12 hrs @ $125/hr = $1,500; Balance Carried: $1,500.”

How do I price bug fixes and small tasks?

Use time and materials with a minimum. Example: “Bug Fix Batch: 1.5 hrs @ $140/hr = $210; Minimum Charge: 1 hr.”

How do I handle change requests without scope creep?

Create a separate change order line with its own rate. Example: “Change Order #3: Extra landing page design: 6 hrs @ $130/hr = $780.”

Can I mark up hosting, domains, and SaaS tools?

Yes, add a service fee or percentage for management. Example: “Managed Hosting: $35/mo pass-through + 20% admin = $42; DNS Management: flat $15.”

What’s the right way to charge for a discovery workshop or audit?

Treat it as its own deliverable. Example: “UX Discovery Workshop (3 hrs): $450” and “Technical Audit & Report: $750.”

How should a maintenance plan read each month?

Spell out the SLA and what’s included. Example: “Maintenance Plan: up to 4 hrs support, plugin updates, backups: $400/mo; Overage: $125/hr.”

Can I add a rush or after-hours fee?

Yes. State the multiplier and window. Example: “Rush Turnaround <48 hrs: +50%: Homepage hero rebuild: Base $600 + Rush $300 = $900.”