Free Web Design Invoice Template

Word, Excel and PDF · Free, no signup · Updated October 4, 2026

Website projects are normally billed in stages: a deposit to start, a payment when the design or staging site is approved, and the balance at launch. This template has a project/milestone field ("milestone 2 of 3") and a deposit line so each invoice shows where the project stands.

Pass-through costs such as domains, hosting, themes and plugins are listed separately from your fees.

Preview of the Web Design Invoice template layout

What's in the template

  • Line-item columns: Description, Qty, Unit price, Amount
  • Your details, client (Bill to) block, invoice number, invoice date and due date
  • Extra header fields: Project
  • Subtotal, tax at a rate you set, total
  • "Less: deposit received" line and balance due
  • Payment terms and instructions section

Sample entries show how to fill it in; replace them with your own. All three files share the same layout. The Excel version calculates line amounts and totals; the PDF is a blank, print-ready form.

Best for

  • Web designers and developers
  • Agencies billing website builds in milestones
  • Maintenance retainers and hosting renewals
  • E-commerce setup projects

How to use this template

  1. Download the format you prefer: Word to edit like a document, Excel for automatic totals, or the PDF to print and fill in by hand.
  2. Add your details: business name, address, contact details and, if you have one, your logo and tax number.
  3. Fill in the client and invoice details: who you are billing, a unique invoice number, the invoice date and the due date.
  4. List what you are billing, one line per item or task.
  5. Check the totals (Excel calculates them; in Word, work them out or use the online generator), then add payment terms and how to pay.
  6. Save as PDF and send. See how to send an invoice.

Prefer not to download anything? Fill in the same fields in the free online invoice generator and save the result as a PDF.

Tips for web design invoices

Tie each milestone to a deliverable

"On approval of staging site" is a clear trigger; "halfway through" is not. See the worked 30/30/40 example in deposits and milestone invoicing.

Keep recurring costs separate

Bill hosting and maintenance on their own recurring invoice so the project invoice can be closed.

Hand over on payment

State in your contract and invoice notes that site credentials or ownership transfer on payment of the final invoice.

Frequently asked questions

How should a web designer structure payments?

Common structures are 50/50 (deposit and launch) or 30/30/40 (deposit, staging approval, launch). Larger builds use more milestones.

Should hosting be on the same invoice?

Only for the first year if it is part of the project. Otherwise invoice it separately each year, which keeps renewals clear.

Is this template good for monthly maintenance?

Yes. Use one line for the maintenance plan with the period it covers, and add one-off changes as extra lines.

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