Web developer invoice template for milestones, hourly work and hosting
Website projects are invoiced by milestone: a deposit to start, a payment when the design and build are delivered, and a final invoice on launch. Anything outside the agreed scope is charged by the hour. After launch, hosting and maintenance are invoiced monthly in advance, and third-party costs such as domains, plugins and SSL certificates are re-billed at cost with GST added.
Clients pay from the invoice, so the milestone name, what was delivered and the purchase order number need to be on it. Say clearly in the terms that the site goes live when the final invoice is paid.
Opens the free generator with these line items, terms and notes filled in. Add your details and download the PDF. No account, nothing uploaded.
What the invoice looks like
Sample business, sample client and the preset lines. The generator uses the same renderer, so your PDF matches this.
| Description | Qty | Unit | Unit price | GST | Amount |
|---|---|---|---|---|---|
Website build, milestone 2 of 3: design and build of 5-page site | 1 | milestone | $3,500.00 | 10% | $3,500.00 |
Development, additional features outside scope | 6 | hr | $130.00 | 10% | $780.00 |
Hosting and maintenance, monthly plan | 1 | month | $95.00 | 10% | $95.00 |
Domain renewal, re-billed at cost | 1 | year | $32.00 | 10% | $32.00 |
Four styles and your own accent colour are available in the generator.
The preset line items
Starting points, priced ex GST. Change the descriptions, quantities and rates to match the job; add or delete lines as you go.
| Description | Qty | Unit | Unit price | GST |
|---|---|---|---|---|
| Website build, milestone 2 of 3: design and build of 5-page site | 1 | milestone | $3,500.00 | 10% |
| Development, additional features outside scope | 6 | hr | $130.00 | 10% |
| Hosting and maintenance, monthly plan | 1 | month | $95.00 | 10% |
| Domain renewal, re-billed at cost | 1 | year | $32.00 | 10% |
Suggested payment terms
Milestone payments due within 7 days of the milestone being delivered. Hosting is billed monthly in advance and due within 14 days. The site goes live on payment of the final invoice.
Suggested notes
Milestone 3 (launch and training) is invoiced on go-live. Hosting renews monthly until cancelled with 30 days' notice. Third-party costs (domains, plugins, SSL) are re-billed at cost plus GST.
What must be on a tax invoice
The ATO's list. The template lays each one out for you; it is general information, not tax advice.
- The words "Tax invoice" (an invoice without GST can just say "Invoice")
- Your identity: your business or trading name
- Your ABN
- The date the invoice was issued
- A description of what was sold, with the quantity and the price of each item
- The GST amount, shown separately or as "Total includes GST of $X"
- Which items carry GST if some do and some do not
- For sales of $1,000 or more, the buyer's identity or ABN as well
Worth adding for your trade
- The milestone number and what was delivered in it
- The hosting period covered by the invoice
- The client's purchase order number, if their accounts team needs one
General information only, not tax advice. Check your own situation with a registered tax agent or the ATO.
Questions about invoicing
How do I invoice a project in milestones?
Agree the milestones in the quote (for example 30% deposit, 40% on design and build, 30% on launch) and issue a tax invoice at each one. Each invoice stands on its own for GST: on a cash basis, the GST goes on the BAS for the quarter you are paid.
Do I add GST when I re-bill hosting or a domain?
Yes, if you are registered. Even if the overseas host did not charge you GST, your supply to the client is taxable and carries 10%. Show re-billed items as their own lines so the client can see they are pass-through costs.
Can I invoice hosting in advance?
Yes. Monthly or annual hosting is usually invoiced in advance for the period ahead. Put the period on the invoice. FlowFi can send it as a recurring invoice automatically each month.
General information only, not tax advice. Check your own situation with a registered tax agent or the ATO.
Want it numbered, sent and chased automatically?
FlowFi keeps your clients and invoice numbers, emails each invoice with a pay-online link, marks it viewed when the client opens it, and sends polite reminders at 1, 7 and 14 days overdue. Quotes, recurring invoices and your BAS from the bank statement are included. Pro is $29 a month, the first 14 days are free, and there is no card to enter.
Start your 14-day free trialRelated templates
Days worked at a day rate, approved overtime and site travel from the timesheet, with the PO number and 14-day terms.
A fixed-price brand identity, stationery, a social template set and extra revisions by the hour, with deposit and file-release terms.
Website copy as a project, articles per piece, an email sequence and editing by the hour, with deposit and revision terms.