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Free Web Design Invoice Template

Short answer

A web design invoice bills the milestone just completed and any agreed extra pages, credits the deposit, and states when launch or handover happens.

Website projects are usually billed in pieces: a deposit, a payment per milestone and a final invoice at launch, then a small monthly charge if the client takes a care plan. Each invoice should say which milestone it covers and match the quote, so the client can approve it without a phone call. Anything added mid-project, such as an extra page, is invoiced as its own clearly agreed line.

Sample web design invoice

Copy the text, print it, or fill it in online with your own business details, prices and logo. The business and client below are made up.

Ferngate Digital

[Street address, city]
[Phone] · [Email]

Invoice

Number
INV-1042
Date
Oct 24, 2026
Due date
Nov 7, 2026
Reference
Quote Q-1042

Bill to

Olivia Brandt, Brandt Physiotherapy

[Client address]

Job

Five-page website with online booking link

Example prices: replace with your own

DescriptionQtyAmount
Discovery call, sitemap and content plan1 milestone× $400.00$400.00
Homepage design (desktop and mobile), 2 rounds of changes1 design× $900.00$900.00
Inner page templates4 page× $250.00$1,000.00
Build and content entry from client-supplied copy5 page× $180.00$900.00
Contact form and booking link integration1 feature× $300.00$300.00
Basic on-page SEO setup (titles, descriptions, sitemap)1 setup× $250.00$250.00
Launch, testing on major browsers and handover session1 milestone× $350.00$350.00
Care plan: updates, backups and small edits3 month× $95.00$285.00
Subtotal
$4,385.00
Total
$4,385.00
Deposit paid
−$1,754.00
Balance due
$2,631.00

Payment due within 14 days, by Nov 7, 2026. Pay by card: [payment link] · Bank transfer: [account details]

  • Site launch follows payment of this final milestone.
  • Deposit and milestone payments already received have been deducted.
  • Care plan is billed monthly in advance and can be stopped with 30 days' notice.
Fill it in online — free

What to include in a web design invoice

  • Milestone and quote reference

    Name the milestone ("Milestone 3: build and content entry") and the accepted quote number.

  • Pages and features delivered

    List what was built in this milestone so the client can check it against the staging site.

  • Change requests

    Extra pages, features or design rounds beyond the quote go on separate lines with the date they were approved.

  • Payments already received

    Credit the deposit and previous milestone invoices so the client sees what is left.

  • Launch or handover condition

    State that the site goes live, or admin access is handed over, once this invoice is paid, if that was agreed on the quote.

  • Recurring care plan

    If the client has a care plan, invoice it on its own each month with the period covered, rather than mixing it into project invoices.

How to write a web design invoice, step by step

  1. Invoice at each sign-off

    When the client approves a milestone on the staging site, send that milestone's invoice.

  2. Match the quote

    Use the same milestone names and prices as the quote, so approval is a formality.

  3. Add approved changes

    Bill change requests separately, quoting the date and who approved them.

  4. Credit earlier payments

    Subtract the deposit and previous payments and show the balance.

  5. Set up the care plan billing

    After launch, invoice the care plan monthly in advance, for the same amount each period.

Payment terms and getting paid

Fourteen days suits most small-business clients. If the client is a larger organisation, ask during the quote how their invoices are approved, who signs them off, and whether they need a purchase order number on each invoice. An invoice that arrives without the reference their accounts team expects can sit unpaid for weeks while nobody notices.

For the care plan, a recurring monthly invoice for the same amount is easier for the client to budget for than ad hoc bills for small edits. State what it covers and the hourly rate for anything outside it.

Frequently asked questions

When should I send the final invoice for a website?
When the client approves the finished site on staging, before launch or handover. That keeps payment and the moment the client gets what they wanted together.
How do I bill change requests mid-project?
Quote each change before doing it, get approval, then add it as its own line on the next milestone invoice with the date it was approved.
What if the client delays content and the milestone stalls?
If the quote made the schedule depend on content arriving by a date, you can invoice the work completed so far and agree a new date for the rest. Raise it early and in writing, not at the end of the project.
Should the care plan be on the same invoice as the build?
Keep them apart. The build is a one-off project; the care plan is an ongoing service best billed as its own recurring monthly invoice.

More templates and guides

Pricing a new job? Start with the matching quoteFree Web Design Quote Template

Templates for related trades

Further reading

Send it as a branded invoice your client pays by card

i-quote sends the invoice in your brand with a Pay button, card payments go to your own Stripe account, and automatic reminders go out before and after the due date. The Free plan includes 3 invoices and 3 quotes a month.

Start freeSee how it works