Web design invoice template: what to put on it
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A web design invoice template is a reusable bill with fixed fields for who you are, who pays, what the work was, what it costs and when it's due. Set it up once, then fill in the lines for each stage or each month. When every field is filled in, the client has fewer reasons to send it back with questions.
What goes on a web design invoice template?
A web design invoice template needs fields that name both businesses, tie the bill to the agreed work, and make the amount and the due date plain. Here are the fields, top to bottom.
| Field | What to put in it |
|---|---|
| Your business details | Your agency's name, address, email and phone, plus your logo |
| The client's details | The business name, the contact who approves bills, and their email |
| Invoice number | A number that never repeats, so you can both find this bill later |
| Invoice date | The day you send it |
| Due date | The day payment is due, as your contract or terms set it |
| Project name | The site and the proposal or contract it comes from |
| Line items | One line for each stage, task or month you're billing, in plain words |
| Amount for each line | The price of that line, matching the proposal or quote |
| Subtotal | The lines added up |
| Tax line | Any tax that applies, or a line that says none was charged |
| Total due | The amount the client pays |
| How to pay | The ways you accept payment, and the details for each |
| Notes | What's paid so far, what comes next, and who to ask about the bill |
The template covers what goes on the bill, and the timing is a job of its own. For when and how to bill, see how to bill for a website.
Match each line item to a part of the proposal, so the client can check it against what they signed. For the proposal the invoice follows, see the web design proposal template.
The tax line takes some care. California's sales tax rule for advertising agencies and commercial artists says designing, editing or hosting a website, when no physical goods change hands, is a service, and "the charge for which is not subject to tax." That isn't tax advice, so ask your accountant how it applies to the work you bill. The rule's own words are on What must a California client site post, and who answers for it?.
For a hand with the builds behind those invoices, DeskTeam360 offers a short call that leaves you free to say no.
What does a sample invoice for web design services show?
A sample invoice for web design services shows the template filled in for one real job, so you can see how the lines read. Here's how the lines of a sample might look for a site billed in stages, with the amounts left for you to set.
| Line | Example wording |
|---|---|
| First line | Discovery stage: the first call and the site plan, as set in the signed proposal |
| Second line | Design stage: mockups for the home page and inner pages, approved by the client |
| Third line | Build stage: building and testing the approved design |
| Fourth line | Launch stage: the site goes live on the client's domain, and the logins are handed over |
| Tax line | The tax that applies, or a note that none was charged |
| Notes | The discovery stage was paid when it was billed. This bill covers the design, build and launch stages. |
A few things to notice in a sample like this:
- Each line names a stage the client signed off on.
- Each line points back to the proposal, so there's no surprise.
- The notes say what's paid and what this bill covers.
- Nothing is left vague, such as "web work" with one big number.
A clear invoice is easier to pay. DeskTeam360 offers a short call about the client sites behind it, with no commitment.
Nothing on this site is legal or tax advice.
More on Proposals and invoices
- Web design proposal template: what to put in one
- How to write a web design invoice
- Web design quote template
- All guides
Sources
- California Department of Tax and Fee Administration, Regulation 1540, read October 14, 2026
- DeskTeam360, booking page, deskteam360.com/book-a-call, read October 14, 2026
What changed
- : Page first published.