Free web design invoice template
Website projects run for weeks, so most web designers bill by milestone. This template shows a milestone invoice with the build, change requests and the yearly costs clients forget about, such as hosting and plugin licenses.
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Copperline Web Studio
Boise, ID
Bill to
Sawtooth Family Dental
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Milestone 2 of 3: design approval, 6-page site (40% of $6,000) | 1 milestone | $2,400.00 | $2,400.00 |
| Change request #3: online booking widget integration | 4 hr | $110.00 | $440.00 |
| Premium forms plugin license, 1 year (pass-through) | 1 each | $100.00 | $100.00 |
| Managed hosting and updates, 12 months | 12 mo | $45.00 | $540.00 |
- Subtotal
- $3,480.00
- Total due
- $3,480.00
Notes
Milestone 1 (30%) was paid on July 8. The final 30% is due at launch. Site files and admin ownership transfer to the client after the final milestone is paid.
Download the web design invoice template
US Letter, 8.5 x 11 in. Take it with the sample lines above to edit, or blank to fill in from scratch
PDF
Print it or fill it in a PDF editor
Word (.docx)
Type into it in Word, Google Docs or LibreOffice
Excel (.xlsx)
Amounts, tax and total add up by themselves
Faster than a file: type your details once and download a finished PDF.
Fill it online with these linesWhat to include on a web design invoice
- 1Milestone name, its share of the total project fee and what was delivered
- 2Total project fee and amounts already paid, so the client sees what is left
- 3Change requests outside the original scope, each with a number, date and hours
- 4Third-party costs such as domain, hosting, themes and plugin licenses
- 5Ongoing care plan or maintenance fees billed separately from the build
- 6Launch date or target date for the next milestone
- 7Who owns the site files, domain and accounts once paid
How freelance web designers and developers usually bill
- Fixed project fee split into milestones, such as 30 percent at kickoff, 40 percent at design approval and 30 percent at launch
- Hourly rates for change requests, content entry and small fixes
- Monthly care plans covering hosting, updates, backups and a few small edits
- Pass-through billing for licenses and hosting, with any markup stated up front
Payment terms
Website projects work best with payment tied to milestones, starting with a deposit before discovery so you are not funding the build yourself. Send each milestone invoice as soon as the client signs off on that stage. Hold the launch, or the transfer of admin access, until the final payment arrives. Care plans and hosting are usually billed monthly or yearly in advance. Net 15 suits most small business clients. Log every change request in writing with an estimate before doing the work, then invoice it with the next milestone.
General guidance, not legal or tax advice.
Common mistakes on web design invoices
- Launching the site and handing over admin logins before the final payment
- Doing change requests without a written estimate, then struggling to bill them
- Paying for plugin licenses and hosting on your own card and never billing them back
- Mixing the one-time build and the monthly care plan on one confusing invoice
Web Design invoice questions
How should a web designer structure payments?
A common split is 30 to 50 percent up front, a payment at design approval and the rest at launch. Tie each payment to something the client signs off on, so the invoice never feels arbitrary.
How do I bill for website changes after launch?
Treat them as change requests or move the client to a monthly care plan. Bill one-off changes at your hourly rate with the date and a short description of each.
Should I charge sales tax on web design?
In many states custom web design is an untaxed service, but some states tax certain digital services, software or hosting. Check your state rules, and ask about the client state too if you work across state lines.
Who should pay for hosting and plugins?
The client should, either directly on their own accounts or through you as a pass-through cost. Listing these lines on the invoice makes clear that they renew each year.
Send it from BillingOtter
A template still has to be emailed and chased. In BillingOtter the same invoice goes out by email with the PDF attached and a pay link, and you see what is paid, due or overdue.
- Email the invoice with the PDF and a Pay button
- Clients pay by card or US bank transfer (ACH) on Creator Pro, without creating an account
- Automatic payment reminders on Creator Pro, which stop as soon as the invoice is paid
- Free Starter covers 5 invoices a month, no card needed
Templates for related trades
Free tools for freelance web designers and developers
Bill your next job from BillingOtter
Free for 5 invoices a month. Add card and ACH payments and automatic reminders with Creator Pro
Free for 5 invoices a monthNo card needed