Invoice template for web developers

A website invoice usually mixes three kinds of money: your time, things you bought on the client's behalf, and things that renew every year. Hosting, the domain, a premium theme, a forms plugin, a font licence. If all of that disappears into one line called "Website", the client cannot tell next year why the renewals still cost something after the site was "paid for".

The other common gap is the work around the build. Loading forty product descriptions the client sent as a Word file, resizing their photos, setting up redirects from the old site, chasing DNS access from whoever registered the domain in 2014. None of it is development, all of it takes hours, and it is the first thing left off the invoice.

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	Website build, 8 templates, responsive	1	item	4,800.00	4,800.00
2	Content entry and image preparation	6	hours	75.00	450.00
3	Premium forms plugin, annual licence, pass-through	1	item	99.00	99.00
4	Hosting, 12 months, pass-through	12	months	25.00	300.00
5	Maintenance retainer, updates and backups	1	month	150.00	150.00

Subtotal5,799.00 USD

VAT (0%)0.00 USD

Total5,799.00 USD

Payment Instructions

Please remit payment of 5,799.00 USD, referencing INV-001.

Notes

Payment due within 14 days. Admin access and licence keys transfer to the client account once this invoice is paid.

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

What web developers forget to bill

Hosting, domain and SSL costs paid on the client's behalf, as pass-through lines with the renewal date.
Premium theme, plugin and font licences, with a note on whose account they are registered to.
Content entry and image preparation when the client hands over raw material instead of finished pages.
Redirect mapping and migration from the old site, which is real work even when nothing visible changes.
Post-launch changes that came in after acceptance, billed at the hourly rate.
The first month of a maintenance retainer, if the client signed up for updates and backups.

Questions web developers ask

Should web developers bill hosting through their own invoice?

Only if you are happy to be the account holder and to chase renewals. If you do, bill it as its own pass-through line with the period it covers. Many developers prefer to set hosting up in the client's own account and bill only the setup time, which keeps them out of the middle when a card expires.

How do I invoice website maintenance?

As a monthly retainer line that names what it covers, for example core and plugin updates, backups and an hour of small changes. Anything beyond that goes on a separate line at the hourly rate, so the client sees the difference between the retainer and extra work.

When should a web developer send the final invoice?

At launch acceptance, not when the client finally gets round to sending the last content. Put a date or an acceptance step in the quote so a site that is finished but waiting on the client can still be invoiced.

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 web developers: quote template and contract template. Invoice templates for related trades: UX designers, software developers, SEO consultants, graphic designers. Or browse all invoice templates.