Invoice template for software developers

Software invoices follow the billing model in the contract, and the most common mistake is mixing them. If you agreed time and materials, invoice hours or sprints with a short summary of what was delivered. If you agreed fixed milestones, invoice the milestone when it is accepted, and put change requests on separate lines with their own reference so they do not blur into the fixed price.

The other line people forget is infrastructure. Test devices, a CI service, a staging database, paid API calls during development, an app store developer account. Small amounts, but they add up over a project, and a client who was never shown them assumes they were included.

From

Your name or businessYour email

AddressTax / VAT ID (optional)

Bank details (printed in the footer)

Stays on your device.

Bill to

Client name or companyClient email

AddressTax / VAT ID (optional)

Details

Invoice No.DateDue

CurrencyTax nameTax rate %

Paper

Items

Discount % (optional)

Notes and payment details

Your business · Street 1 · City

Client name

Invoice No.INV-001

Date-

Due-

Invoice INV-001

Pos.	Description	Qty	Unit	Price	Amount
1	Sprint 4, two weeks, backend and admin features	1	sprint	7,200.00	7,200.00
2	Change request CR-07, export to CSV	6	hours	95.00	570.00
3	Cloud staging environment, pass-through	1	month	140.00	140.00
4	Third-party API usage, pass-through	1	item	62.00	62.00

Subtotal7,972.00 USD

VAT (0%)0.00 USD

Total7,972.00 USD

Payment Instructions

Please remit payment of 7,972.00 USD, referencing INV-001.

Notes

Payment due within 14 days. Repository access for this sprint's work transfers on payment, per the agreement.

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The example lines and prices are illustrations. Replace them with your own.

What software developers forget to bill

Approved change requests, each with its own reference, kept apart from the fixed milestone price.
Cloud hosting, CI minutes and paid API usage during development, passed through at cost.
Developer accounts and certificates bought for the project, such as app store or code signing.
Meetings, estimation and code review time, if the agreement is time and materials.
Bug fixes after the warranty period, billed as new work.
Handover work: documentation, deployment runbooks and knowledge transfer sessions.

Questions software developers ask

Should software developers bill hourly or per milestone?

Hourly or per sprint when requirements are still moving, because the client controls the scope and pays for what they ask for. Fixed milestones work when the spec is written and stable. Many projects start time and materials and switch to fixed prices once the product is defined.

How do I invoice a sprint?

One line per sprint with the dates, plus a short list of the tickets or features completed. Attach or link the sprint summary. It turns the invoice from a number into a record the client can check against their backlog.

Can I charge for fixing bugs after delivery?

Inside the warranty period in your contract, bugs in your own code are usually fixed free. After it, or for problems caused by new requirements, changed environments or other people's code, bill them as new work.

Keep the next one in OIO

Numbered automatically, tied to the client and the project, outstanding until you mark it paid. Overdue invoices get their own list and a reminder written for you. Free plan, no card.

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Also for software developers: quote template and contract template. Invoice templates for related trades: web developers, game developers, data analysts, UX designers. Or browse all invoice templates.