How to make a invoice in one minute
- Three sample lines are prefilled: the build as one project line, hosting setup at cost and content entry in hrs. Replace each Description, Qty, Unit and Rate with your project's figures.
- Fill in From with your studio and Bill to with the client or agency. Put their purchase order number in Reference / PO number; agencies expect it.
- Set Invoice number and Date, then choose Net 14 under Terms to match the prefilled terms.
- Under Totals, add a VAT line if you are registered, and enter any deposit already received against this milestone in Amount paid.
- Edit the Notes to say which milestone this invoice covers, add Payment details and press Download PDF.
How to invoice for web design
Web projects are commonly split into milestones, and the sample is the last of them. Its Notes read “Milestone 2 of 2: launch. Milestone 1 (design approval) was invoiced separately.” Each milestone is a separate invoice with its own number, and the line for it says what “done” means: the sample build line is described as five pages, responsive, with a contact form, at 3,200. Write your own scope the same way, with the page count and the features, so there is no dispute about whether the milestone is complete.
Recurring items are kept apart from the build. The second sample line is a one-off: domain and hosting setup, with the first year of hosting at cost, at 140. The prefilled terms add that hosting renews annually and is billed separately, so next year’s renewal is its own small invoice. Third-party costs such as a domain, plugins or stock media are pass-through lines at cost.
Hourly work sits alongside the fixed price. The third line is content entry and image optimisation, six hours at 70 with hrs as the unit, which is the default on this page. That suits work whose size depends on the client.
Agencies and larger clients usually need a purchase order number before they can pay. Ask for it before invoicing and put it in Reference / PO number. The prefilled terms ask for payment within 14 days; choose Net 14 under Terms and the Due date follows from the invoice date.
If you took a deposit against this milestone, enter it in Amount paid so Balance due shows what remains.
What the web design invoice template prefills
A project line, a setup line at cost and an hourly line with quantities and rates, milestone notes and terms that cover the due date and annual hosting. Your studio details, the client, the purchase order number, the VAT line and payment details are yours to add. Replace the milestone number in Notes with the stage you are billing.
Your data stays on your device
Project details, client names and rates stay in this browser; nothing you type is uploaded. The PDF is generated in your browser by a small worker; nothing is uploaded, and there is no account to create. Drafts, clients and your business profile live in your browser's local storage (IndexedDB), and one button under "Your data" deletes all of it. To verify, open your browser's developer tools, watch the Network tab while you fill in and download a document, and note that no request carries your details. Read the privacy policy and how it works for the details.
Templates, currencies and PDF output
| Templates | Classic, Modern, Minimal, Compact, Ledger, Receipt (6 layouts; accent colour and logo are yours). Prefilled invoice and receipt templates by trade open in the same editor. |
|---|---|
| Currencies | 68 ISO currencies with the right symbol and decimals, for example USD, CAD, GBP, EUR, AUD, INR and JPY. Country presets also set the tax lines and ID labels. |
| Paper sizes | A4 and US Letter; page numbers on multi-page documents |
| Numbering | Sequential per type, default prefix INV-0001, editable |
| Output | PDF download (text stays selectable), print, or a prefilled email with the PDF attached by you; file name Invoice-number-client.pdf |
Frequently asked questions
How should I split a web project into milestones?
A common split is a deposit on signing, a payment on design approval and the balance at launch. Each milestone gets its own invoice with its own number, and the description says what was delivered. The sample is the launch invoice: milestone 2 of 2, with milestone 1 (design approval) already invoiced separately.
Should hosting be on the same invoice as the build?
The setup can be, but the recurring charge should not. The sample lists domain and hosting setup with the first year at cost, and the terms say hosting renews annually and is billed separately. That keeps the build invoice a one-off and lets you send a small renewal invoice each year.
Fixed price or hourly for web design?
The build itself is usually a fixed price, as the 3,200 project line shows, because the client wants a known cost. Work that depends on the client, such as entering content or optimising images, suits hourly billing; the sample has six hours at 70. Both fit on one invoice when each line states its unit.
Do I charge VAT on a website?
If you are VAT registered, add a VAT line under Totals and put your VAT number in the From block; the UK preset sets the labels. Pass-through costs such as a domain may need different treatment, and each line has a checkbox per tax line for that. Confirm the rules with your tax authority.
What if the client pays late?
The prefilled terms ask for payment within 14 days. If that passes, open the invoice in Recent documents, download the PDF again and resend it with a short reminder; the status stays at Sent until you press Mark as paid. With agencies, a missing purchase order number is the usual cause.
Can I reuse this invoice for the next project?
Yes. Save as template keeps your lines, rates and terms for New from template. For a repeat client, open their last invoice and press Duplicate to get a copy with the next number and today's date. For the annual hosting renewal, duplicate the build invoice and delete every line except hosting.
Related
- Free invoice generator
- Graphic design invoice template: project fee, revisions and licences
- Freelance invoice template for project, per-piece and hourly work
- Hourly invoice template with a line per day and 15-minute increments
- Consulting invoice template for day rates, retainers and expenses
- Invoice generator UK: VAT invoices at 20%, 5% or 0%
Last updated 2026-09-27. Presets are starting points — confirm current rates and requirements with your tax authority. PDF engine: pdfmake (MIT); fonts: Inter and Noto Sans (SIL Open Font License).