Templates
Web developer invoice template (free PDF)
A free web development invoice template for builds, hourly work, hosting and maintenance plans — with milestones, recurring items and sales tax notes.
Last updated · Invoice Native team
Web projects are rarely a single payment: there's a build, maybe a redesign, then hosting, maintenance and the occasional urgent fix. A clear invoice shows the client what each charge is for and keeps project and recurring work apart.
This free template is made for developers — fill it in online and download a PDF.
Use the web developer template
No sign-up. Your invoice stays in your browser until you download the PDF.
What to include on a web development invoice
- Your business details and the email clients should reply to.
- Client name and billing address.
- Invoice number, issue date and due date.
- Project reference — proposal, statement of work or ticket number.
- Line items for milestones, hours, recurring services and third-party costs.
- Payment terms and methods — developers often get paid fastest with a payment link or QR code.
Example line items
| Description | Qty | Rate |
|---|---|---|
| Milestone 2 — responsive front end (per SOW #14) | 1 | $4,200.00 |
| Additional development, contact form integrations | 6 hrs | $120.00 |
| Hosting and maintenance plan, October 2026 | 1 | $150.00 |
| Premium theme licence (pass-through cost) | 1 | $79.00 |
Keep third-party costs like licences, plugins or domains on their own lines so the client can see what's passed through.
Milestone billing for builds
For builds, agree milestones up front and invoice each one:
- Deposit — often 30–50% — to start.
- Design approval.
- Development complete / staging review.
- Launch.
Each invoice should reference the milestone and how much of the project has been billed so far. See partial payments and deposits.
Hourly work and support
For ongoing work, bill hours with a short description per task, grouped by week or month. If you offer a support plan with included hours, show the plan fee and any extra hours separately: "Support plan, 5 hrs included — $450" plus "Additional support, 2 hrs × $120".
Hosting and maintenance
Recurring services belong on their own lines with the period they cover. If you invoice them monthly, keep the wording identical each month so the client's accounts team can approve them quickly. (Recurring invoices that send themselves are on Invoice Native's roadmap.)
Sales tax for web developers
In most states, custom web development is a non-taxable service. But digital products and data services are an area where states differ:
- Texas taxes data processing services — the Comptroller treats 80% of the charge as taxable (see our Texas guide).
- Some states tax software or digital products sold to customers, or certain hosting and information services.
If you sell templates, plugins or licences, or run data processing for clients, check the rules for your state and your clients' states, and mark only the taxable lines.
Common mistakes on web development invoices
- Mixing project and recurring work on one line, so clients can't tell what they pay every month.
- Not referencing the milestone or ticket the invoice covers.
- Absorbing third-party costs like licences or premium plugins instead of passing them through.
- Billing support hours without a short description of what was done.
- Forgetting that some states tax digital services your clients receive.
Deposits for new clients
For a first project with a new client, a deposit of 30–50% before you start protects you if the project stalls. State in the proposal how deposits are applied to later milestones, and reference the deposit invoice on each milestone invoice so the running total is always clear.
Payment methods developers use
Business clients usually pay by ACH bank transfer or through a payment link from a card processor. Smaller clients may prefer Zelle or PayPal. Invoice Native prints a QR code for payment links, PayPal.me, Venmo and Cash App, so clients can pay from their phone in a few taps.
Keeping good records
Save a PDF of every invoice you send, and keep your invoice numbers in order with no gaps or duplicates. Record when each invoice was paid and how. At tax time, those records make it simple to total your income and — if you charge sales tax — to report exactly what you collected. Signing in to Invoice Native (coming soon) will keep your invoices, customers and payments together in one place.
Checklist
- ✅ Milestone or ticket referenced
- ✅ Project work and recurring services on separate lines
- ✅ Third-party costs passed through on their own lines
- ✅ Support hours described
- ✅ Digital services checked for sales tax in your clients' states
Create this invoice free
No sign-up. Your invoice stays in your browser until you download the PDF.
Frequently asked questions
How should I invoice a website build?
Split it into milestones — for example deposit, design sign-off, development and launch — and invoice each milestone as it's reached, showing what has been billed so far.
How do I bill hosting and maintenance?
As separate lines with the period they cover, such as "Hosting and maintenance, October 2026". Keep them apart from project work so clients can see recurring costs clearly.
Is web development subject to sales tax?
In most states, custom development services aren't taxed, but some states tax certain digital or data-related services. Texas, for example, taxes data processing services (80% of the charge). Check the rules where you and your clients are.
This guide is general information, not tax or legal advice. Rules change and depend on your situation — check with your state's tax agency or a tax professional.