Web Design Invoice Generator — Milestones, Hosting and Change Requests
Invoice website projects stage by stage, pass through hosting and domain costs cleanly, and bill care plans and change requests without rebuilding a spreadsheet every month. Download a clean PDF in minutes.
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Sample web design invoice
A filled-in example with made-up details. Open it in the editor, click anything on the paper and change it to yours, then download the PDF.
INVOICE
No. KWS-031
Terms: Net 15
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Milestone 2 — Design: homepage and 5 inner templatesApproved 7 Oct1 × $2,600.00 | 1 | $2,600.00 | $2,600.00 |
| Change request — online pre-order page, hoursRequested 29 Sep4.5 × $95.00 | 4.5 | $95.00 | $427.50 |
| Managed hosting, monthsPass-through, renews Oct 202712 × $25.00 | 12 | $25.00 | $300.00 |
| Domain renewal, 1 yearRenews Oct 20271 × $18.00 | 1 | $18.00 | $18.00 |
| Premium form plugin, annual licenceBought in the client's name1 × $59.00 | 1 | $59.00 | $59.00 |
- Subtotal
- $3,404.50
- Total
- $3,404.50
Notes
Deposit of $2,250 received 1 September (KWS-024). Still to bill: Milestone 3 — Build, $3,400, and Milestone 4 — Launch, $1,250.Terms
Net 15. Work outside the agreed scope is billed at $95/hr. Pay by bank transfer or card.Web Project Billing, Sorted
One Big Invoice at Launch Is Risky
A site that takes three months shouldn't be paid for at the end. Billing a deposit, then discovery, design, build and launch as separate milestones means you're never more than one stage of work out of pocket.
Hosting and Domains Muddy the Total
Clients ask why the bill went up when it was really a hosting renewal. List 'Managed hosting — 12 × $25' and 'Domain renewal — $18' as their own lines, apart from your fees, and mark them not taxable where that applies.
Small Changes Never Get Billed
'Can you just add a page?' adds up to hours a month. Logging each change request as an hourly line with a date and short description turns scope creep into billable work the client can see and approve.
Retainers Mean Rebuilding Every Month
Care plans need an invoice every month with the same base line and whatever extra hours came up. Save the client and your layout as a template with a free account, then change the month and the extras.
How to Create a Web Design Invoice
Set Up the Project
Add your logo and details, the client's company, and the project or site name. Set the payment terms: Net 7, 15 or 30, or due on receipt for deposits.
Add Milestones and Costs
Enter the milestone being billed, any hourly change requests with Qty renamed to Hours, and hosting, domain or plugin licences as separate pass-through lines.
Download and Send It Yourself
Download the PDF and email it from your own inbox. Sign up free to copy a share link, track which invoices are paid and reuse the setup for next month's retainer.
Features for Web Design Invoices
Web Design Invoicing Tips
Take a deposit before discovery starts
Invoice 30–50% as a deposit, due on receipt, before the kickoff call. It confirms the client is committed and pays for the discovery work that otherwise gets done for free while the contract sits unsigned.
Tie each milestone to a sign-off
Name what was approved on the invoice: 'Milestone 2 — Design: homepage and 4 inner page templates, approved 14 Oct'. Clients pay faster for stages they have already agreed are done, and it stops disputes about what was delivered.
Keep third-party costs visibly separate
Hosting, domains, premium plugins and font licences should never be buried in your design fee. Itemize them with the renewal period ('Premium form plugin — annual licence — $59') so the client knows what renews and when.
Bill change requests as they happen
Add out-of-scope work at your agreed hourly rate on the next invoice rather than saving it for the end. 'Change request — new pricing table — 2 × $90' is easy to approve; a surprise $1,400 'additional work' line at launch is not.
Define what the retainer covers
On every care-plan invoice, state what's included in the notes: 'Includes core and plugin updates, daily backups and up to 2 hours of edits. Additional time at $90/hr.' Then the extra-hours line explains itself.
Frequently Asked Questions
Your business and client details, an invoice number, issue and due dates, the project or site name, and the work billed as clear lines: the milestone (e.g., 'Milestone 2 — Design: 5 page templates — $2,000'), any hourly change requests, and pass-through costs like hosting and domains listed separately. Note any deposit already received and the balance due, plus payment terms and how to pay.
Split the quote into stages that end in something the client signs off: deposit (often 30–50%), discovery and sitemap, design, build, and launch. Issue an invoice as each stage is approved, for example 'Milestone 3 — Build: WordPress theme, 6 templates, contact form — $3,400'. Put the project name in a custom field with a free account, and note what's left to bill so the client always knows where they stand.
Show them as separate lines, not hidden inside your fee: 'Domain renewal — example.com, 1 year — $18' and 'Managed hosting — 12 × $25'. Say whether it's a straight pass-through or includes a management margin. Invoita applies one tax rate per invoice, and you can mark these lines as not taxable if your local rules treat them differently. Check with your accountant.
Create one invoice per month with the plan as a fixed line ('Website care plan — October 2026: updates, backups, uptime checks, 2 hrs support — $250') and any work beyond the included hours as an hourly line. Invoita doesn't create recurring invoices automatically, but with a free account you can save the client and your look as a template, so next month's invoice takes a minute to prepare.
Agree an hourly rate for out-of-scope work in the contract, then bill each request with a short description: 'Change request — add events calendar page — 3.5 × $90'. Rename the Qty column to 'Hours' so the invoice reads clearly. Listing each request separately, with the date it was asked for, avoids the 'I thought that was included' conversation.
Yes. Unlimited invoices, your logo, six templates and a PDF with no watermark, no signup needed. Invoita doesn't email clients or take payments for you; you download the PDF and email it yourself. A free account adds saved clients, saved templates, custom fields, paid/unpaid tracking, a QR code on the invoice and invoices in 10 languages.
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No signup, no watermark. Milestones, hosting, retainers and change requests on one clear PDF.