Free Web Development Invoice Template — PDF, Word & Excel
A blank invoice for web developers and agencies that keeps one-off project work (a milestone price, or hours × rate) apart from recurring services such as hosting and maintenance, each with its own subtotal, plus a Project / milestone reference. Download it as a PDF, a Word file or an Excel sheet that does the sums.
Below: what's inside, how the Excel file calculates, an example layout and when to use it.
Download the web development invoice template
Free for personal and commercial use. No signup, no email, no attribution required.
Files generated on from one template configuration, so the three files match the field list below. The Word and Excel files were test-opened in Microsoft Word and Microsoft Excel. Each file carries one plain-text line crediting this site; in the Word and Excel files you can delete it.
What's inside the web development invoice template
These are the fields and blocks of the template, in the order they print:
| Field or block | What to write |
|---|---|
| WEB DEVELOPMENT INVOICE (title) | Printed heading. Rename it in Word or Excel if you want plain "INVOICE". |
| Invoice no. | Your own number for this invoice, unique within your series. |
| Date issued | The date you send the invoice. |
| Due date | The date you expect payment, from your contract or agreed terms. |
| Project / milestone | Which project and which stage this invoice covers, so the client can match it to the contract or statement of work. |
| From (developer / agency) | Your name or business name, address and contact details: four lines in the PDF and Word files, three cells in Excel. |
| Bill to (client) | The client’s name, address and, if they ask for one, a contact or PO reference. |
| PROJECT WORK (milestones or hours x rate) | One-off work. For a fixed-price milestone, enter 1 in QTY / HOURS and the milestone price in PRICE / RATE. For hourly work, enter the hours and your hourly rate. The first two rows carry grey hints: "Website Development" and "Development Hours" (PDF and Word). |
| Project work subtotal | The sum of the project-work lines. |
| RECURRING SERVICES (per month) | Ongoing charges billed per month: MONTHS × MONTHLY FEE. The first row carries the grey hint "Hosting & Maintenance (Monthly)" (PDF and Word). |
| Recurring services subtotal | The sum of the recurring lines. |
| Notes | Two lines for payment details or anything else (PDF and Word only; the Excel file has no Notes block). |
| Subtotal, Tax, TOTAL DUE | Both blocks added together, the tax (leave it blank or 0 if you do not charge any) and the amount the client pays. |
How the Excel file calculates
Type into the outlined cells. Everything else is a formula:
- Each line: AMOUNT = QTY / HOURS × PRICE / RATE in the project block, and MONTHS × MONTHLY FEE in the recurring block. A line stays empty until both numbers are filled in.
- Each block: a subtotal of its five lines, and a tax-rate cell of its own that starts at 0. The block’s tax is its subtotal × that rate, rounded to two decimals.
- Totals: Subtotal (all blocks) adds the two subtotals, Tax (all blocks) adds the two tax amounts, and TOTAL DUE is their sum.
Separate rates per block let you tax one kind of charge and not the other, if your rules treat them differently. Leave both at 0 if you charge no tax. For a cell-by-cell walkthrough of how an invoice spreadsheet like this is built, see how to make an invoice template.
Example layout: a web development invoice
An illustrative example of how three example lines sit in the two blocks. It has no prices on purpose: it is not a price guide, and every rate is yours to set.
| Block | Description | Qty / hours / months | Price / rate / fee | Amount |
|---|---|---|---|---|
| Project work | Website Development | 1 (milestone) | Your milestone price | 1 × milestone price |
| Project work | Development Hours | 10 (hours) | Your hourly rate | 10 × hourly rate |
| Recurring services | Hosting & Maintenance (Monthly) | 1 (month) | Your monthly fee | 1 × monthly fee |
In the Project / milestone field you would name the project and the stage being billed, for example the milestone number from your contract. TOTAL DUE is the project-work subtotal plus the recurring subtotal, plus tax if you charge it.
When to use it
- Milestone billing: invoice each agreed stage of a website or app project as one line, and name the stage in Project / milestone.
- Hourly development: bill hours × rate, for one project or a support period.
- Hosting and maintenance: bill monthly charges in the recurring block, on their own or alongside project work.
- Software development: the same structure works for app, API or other software work; rename the lines.
Charging VAT or GST as a registered business? Use the VAT invoice template. Billing creative or general freelance work by the hour? See the freelance invoice template. Selling to a client’s procurement team? The corporate invoice template has a PO number field.
Frequently asked questions
What should a web development invoice include?
The basics of any invoice (your details, the client’s details, an invoice number, the issue date and a due date) plus what is specific to web work: which project and milestone the invoice covers, the one-off work (a fixed milestone price, or hours × rate), and any recurring charges such as hosting or maintenance, each with a clear total. This template has a field or block for each of these.
How do I bill a milestone and hourly work on the same invoice?
Both go in the PROJECT WORK block. A fixed-price milestone is one line with 1 in QTY / HOURS and the milestone price in PRICE / RATE. Hourly work is a line with the number of hours and your hourly rate. In the Excel file each AMOUNT is QTY × PRICE, and the block has its own subtotal.
How do I invoice hosting or monthly maintenance?
Use the RECURRING SERVICES block: enter the number of months and the monthly fee. Keeping it in its own block, with its own subtotal, separates one-off project work from ongoing charges on the same invoice. If you bill hosting on its own each month, you can leave the project block empty.
Is there a web development invoice sample or example?
Yes: the example layout on this page shows three example lines (Website Development, Development Hours, and Hosting & Maintenance (Monthly)) and how each amount is worked out. It is illustrative and has no prices: every rate on it is yours to set. The preview image shows the blank PDF itself.
Can I use it for software development or app development?
Yes. The layout is not specific to websites: rename the line descriptions (for example "Sprint 3 development" or "API integration, hours") and, if you want, change the title in the Word or Excel file. The two blocks work the same way for any one-off and recurring technical work.
Does the Excel file add tax?
Only if you type a rate. Each block has its own tax-rate cell, and both start at 0, so the file adds no tax until you enter a rate. Whether you charge sales tax, VAT or GST, and at what rate, depends on where you and your client are; the file does not decide that for you.
Can I fill it in online instead?
Yes. The web development link on this page opens the free invoice generator on our home page with three lines already in place (Website Development, Development Hours, and Hosting & Maintenance (Monthly)), each at a price of 0 for you to fill in. If a draft is already saved in your browser, the generator keeps your draft and does not replace its lines. The online invoice has one item list, not two blocks. The generator is free and unmetered for normal use; an anti-abuse cap of 20 PDFs per device per day (200 per IP) applies, well above ordinary use, and the blank template downloads on this page are not metered. A one-line "Created free with myinvoicetemplate.com" credit is switched on by default and one free checkbox in the settings turns it off. Your draft is stored in your own browser on this device, so download and keep the PDF you need.
Is the template free for client work?
Yes. It is free for personal and commercial use, with no signup, no email and no attribution required. Each file carries one plain-text line crediting this site: it is fixed in the PDF, and in the Word and Excel files you can delete it.
More industry invoice templates
- Electrician invoice template: labor, materials and other charges in separate blocks.
- Plumber invoice template: parts, labor and call-out or permit lines.
- Recruitment invoice template: placement fees and contract staffing.
- All invoice templates: every free template and online maker.
This template is a general business document, not legal, accounting or tax advice. Whether and how you charge tax depends on where you and your client are; check with your tax authority or a qualified adviser.