Itemise design, development, hosting and maintenance for a website project, record any advance already paid, and download a PDF to send to your client.
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Website projects run for weeks and often change shape halfway through, so a single bill at the end is risky. Most developers agree an advance and then invoice in milestones tied to something the client can see and sign off.
Clients often ask you to buy the domain, hosting, premium themes, plugins or paid APIs for them. Bill these on separate lines from your own work and state the period they cover, such as “Domain renewal, 1 year” or “Hosting, Nov 2026 to Oct 2027”. The client can then tell recurring running costs apart from one-off fees for your time.
Where you can, register domains and hosting in the client’s name so they own them outright. If you pay and recharge the cost, the tax treatment of these pass-through expenses differs between countries, so ask your accountant how to show them.
If you aren’t registered for any indirect tax, keep tax set to none and invoice your fees. Once you are, turn on the tax that applies: VAT in the UK and EU, GST in Australia or India, or state sales tax where your US state taxes the service. Add your tax ID and your client’s; for an EU business client in another member state, the reverse charge may apply. Indian developers can also add a SAC code per line and get the CGST and SGST or IGST split suggested from both GSTINs.
Working for an overseas client adds one more question: whether the sale counts as an export of services. Rules differ, and in some places, such as India under a LUT, exported services can be zero-rated. Confirm how your own country treats it before you send the first invoice.
Use the notes to record what has already been paid, as this template does with “50% advance received”, so your final invoice and the client’s records always agree.
Send one invoice per milestone, such as design, development and launch, and note any advance already received so the client always knows the remaining balance.
A separate line or invoice is clearer. Describe what’s covered, such as updates, backups and minor fixes, and the period, for example “Website maintenance, July to September 2026”.
Treat them as a change request. Quote the extra work, get approval in writing, and add it to the next milestone invoice as its own line, such as “Additional pages (3)” at your per-page rate.
It depends on where you and your client are and whether you’re registered. UK and EU developers charge VAT once registered, Australian developers GST, and in the US it depends on the state. Check with your accountant.
Yes. Each line has an optional HSN/SAC column, shown only when filled. Indian developers commonly use SAC 998314 for IT design and development. Leave it empty if your country doesn’t need it.
Add your account number or IBAN with a SWIFT/BIC code, or a PayPal, Stripe or Wise payment link, which BillFlow prints with a scan-to-pay QR code.