A free web design invoice template with typical website design line items already filled in. Download it in Word, Excel or as a fillable PDF, or fill it in online below. No sign-up.
Updated
How to fill out this web designer invoice template
- Download the web design invoice template in Word, Excel or as a fillable PDF, or fill it in online below.
- Add your name or studio name and contact details, then your client’s business name and billing contact. Give the invoice a unique number and name the site or project it’s for.
- List the work the way you quoted it: the website design or redesign as a project fee, then a landing page and content migration on their own lines. Put extra pages or revision rounds beyond the agreed scope on separate lines.
- Say which payment this invoice covers, the 50% due at project start or the 50% due at launch, and set the due date. Once the site is live, add the monthly maintenance plan as its own line.
- Send it as a PDF, or as a payment link with Onigiri so your client can pay by card.
What’s in this website invoice template
- Sample lines for a 5-page website design, a landing page, content migration and monthly maintenance
- Bill to, From and Payment sections for you, your client and how to pay you
- Invoice number, issue date and due date
- Notes with 50% due at project start and 50% at launch, which you can change
- Totals that calculate themselves in Excel and the fillable PDF, with a sales tax row in Excel
- Works for new website design projects, landing pages, redesigns and maintenance plans
Online generator
Change the line items, add your logo and download a ready PDF. No sign-up, nothing to install, and your draft stays in your browser.
- Send invoices as a link clients open on any device
- See which invoices are paid, sent or overdue
- Card payments via Stripe with 0% platform fee (Pro)
Invoice checklist
A web design invoice is the bill a web designer sends a client for designing, building or maintaining a website. It shows what was delivered, what it costs, and when and how to pay. Website projects are often paid in stages and include third-party costs, so a few details keep the client clear on what they’re paying for.
- Your details. Your name or studio name, address, email and website; share your EIN only if the client needs it for their records, since it’s safer than your Social Security number.
- Your client. The client’s business name, billing contact and the site or project the invoice is for.
- Number and dates. A unique invoice number, the issue date, the due date and, for staged payments, which stage this invoice covers.
- Line items. Site design, landing pages, content migration and maintenance as separate lines, so the client sees what each part of the website costs.
- Third-party costs. Domain, hosting, premium themes, plugins, fonts or stock photos you bought for the client, billed at cost unless your contract says otherwise.
- Payment terms. The payment schedule, such as 50% at project start and 50% at launch, and how to pay you: bank transfer, Zelle, PayPal or a card payment link.
- Late fee. Your late fee policy, and whether launch or file handover waits for the final payment, if your contract says so.
Getting paid
Agree on the payment schedule in your contract, then repeat it on every invoice.
- Net 15 / 30
Payment terms
Due on receipt or Net 15 works well for small business clients; larger companies may ask for Net 30. Make the deposit invoice due on receipt, since work starts once it’s paid. Write the exact due date on the invoice, not just “Net 15”.
- 50% upfront
Deposits
This template splits payment into 50% at project start and 50% at launch. On bigger builds, a three-part schedule, such as deposit, design approval and launch, spreads the risk for both sides. Deduct the deposit on the final invoice so the balance is clear.
When to send the invoice
Send the deposit invoice when the contract is signed and the balance invoice on launch day, before you hand over logins and files. Bill maintenance plans on the same day each month, at the start of the period.
Late payments
Send a friendly reminder a few days before the due date and again the day after. If your contract allows it, add a late fee as a separate line; the late fee calculator works out the amount. Keeping the site on staging until the final payment arrives avoids chasing it after launch.
Taxes
Set aside part of every payment for income and self-employment tax; the freelance tax calculator estimates how much to keep and what to pay each quarter. Software, hosting and tools you pay for to run your business may be deductible. This is general information, not tax advice.
Formats
Web design invoice template in Word
Best if you want to change the layout or fonts or add your logo. Edit the text, then save it as a PDF before you send it.
Download .docxWeb design invoice template in Excel
Amounts and the total update as you type, and there’s a sales tax row. Handy when you bill hours or many line items.
Download .xlsxFillable PDF web design invoice template
Type straight into the fields in Chrome or Adobe Acrobat and the totals add up. The layout stays fixed, so nothing shifts by accident.
Download .pdf
Template or app
A template is fine for the odd invoice. If you bill clients every month, Onigiri keeps your clients, line items and payment status in one place.
| Onigiri | Free invoice template | |
|---|---|---|
| Price | Starting at $0 | Free |
| Edit it and save a PDF | ||
| Send it as a link your client opens on any device | ||
| See which invoices are paid or overdue | ||
| Saved clients for the next invoice | ||
| Saved line items and services | Pro | |
| Client pays by card, 0% platform fee on Stripe | Pro | |
| Income tracking | Pro | |
| Works in Word, Excel and Google Docs |
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