AvoWeb Design Invoice Template (Free Fillable PDF)
Web design projects are billed by milestone: deposit on signing, a payment at design approval, the balance at launch, with monthly hosting or maintenance after. The client's bookkeeper sees three or four invoices for one project and needs each to say which milestone it is and what has been paid so far. This template has the project and milestone in the header, deliverables as lines, revision rounds counted, and pass-through costs separated from design fees.
Free, fillable, US Letter. No email, no sign-up. Fill in your studio details once. For each invoice change the client, the milestone and the lines.
What the PDF looks like. The hints in the line table show the lines a web designer typically bills; type over them.
Why web design invoices get paid late
Milestone invoices that look identical
Three invoices titled “Web design” for the same client. Each needs the milestone name and the running total paid.
Revisions with no limit
“Design revisions” on the invoice reads as unlimited. “2 rounds included, additional rounds $150” on the proposal and the invoice.
Plugins, stock and domains mixed with fees
Pass-through costs at cost on their own lines, so the design fee stays comparable to the quote.
What to include on a web design invoice
- Your studio name, contact and websiteAdd your tax ID if clients request a W-9.
- Client name, business and project“Ridgeline Carpentry, 6-page marketing site”.
- Invoice number, date, due date and proposal reference; milestone name“Milestone 2 of 3: design approval”.
- Deliverables as linesHomepage design, 5 interior page templates, mobile layouts, style guide.
- Revision rounds included and extra roundsCount and rate.
- Pass-through costsTheme or plugin licenses, stock images, fonts, domain, at cost.
- Hosting and maintenanceMonthly or annual, as separate recurring invoices or a line with the period.
- Payments to date, deposit credited, balance, handover termsFiles and site transferred on final payment.
Example web design invoice
Lines a typical job produces. Labor and materials are separate, and anything already paid is a negative line so the total is the balance due.
| Description | Qty × rate | Amount |
|---|---|---|
| Milestone 2 of 3: design approval. Homepage and 5 interior page templates, desktop and mobile | 1 | $2,400.00 |
| Style guide: colors, type, components (PDF) | 1 | $350.00 |
| Revisions: 2 rounds included; 1 additional round requested Mar 18 | 1 × $150.00 | $150.00 |
| Stock photography license, 12 images (at cost) | 1 | $118.00 |
| Deposit received Feb 20 (milestone 1 of 3) | −$1,200.00 | |
| Total due | $1,818.00 | |
How to use the template
- Download the PDFIt is a fillable form: open it in any PDF reader, on a computer or a phone.
- Fill in your details onceBusiness name, contact, license number, terms. Save it as your master copy.
- Add the job and sendChange the client, the lines and the invoice number for each web designer job. Export and send by email or text.
Fill it on your iPhone in a minute instead
Avo keeps your clients and your usual line items, so the next invoice is three taps. Your first three documents are free, full-quality PDF, no watermark. Premium from $59.99/year if you invoice often.
Scan the code with your iPhone camera to open Avo in the App Store, or email yourself the link.
Questions
How should a web designer split payments?
Three milestones is common: 30–50% deposit on signing, a payment at design approval, the balance at launch. Larger projects add a development milestone. Each invoice names its milestone and shows what has been paid.
Should revisions be on the invoice?
Yes: the rounds included in the phase and the price of extra rounds. It is the most common source of scope creep in design work and one line on the proposal and the invoice contains it.
How do I bill hosting and maintenance?
As a separate recurring invoice (monthly or annual) rather than a line on the project invoice, so the one-time project and the ongoing service stay apart in the client's books.
Are stock images and plugins billed with markup?
Either at cost (common for small studios, shown as pass-through) or with a stated handling percentage. Either way they are separate lines; mixing them into the design fee makes the quote comparison fail.
When do I hand over the files?
On final payment, and the invoice should say so. A line in the terms (“source files and site access transferred on receipt of the final payment”) is standard and prevents the launch-before-payment problem.