How should web designers structure their invoices?

Start with your business details, an invoice number and date, payment terms, a due date and the project number, then the client and the project. Bill each design phase on its own line, show the revision rounds included and any extra round, and list stock images and fonts you bought for the client separately at cost. Finish with any sales tax, the deposit received, the amount due and how to pay.

How do I bill extra revision rounds?

Show the rounds included in your fees as a line at 0.00, then add each extra round on its own line at the rate in your agreement, naming the round and what it covered. In the sample, 2 rounds are included and a third round, for the homepage and pricing page, is billed at 350.00.

Should web design invoices include hosting and domain costs?

Only if you paid for them on the client's behalf. This template's pass-through table is for stock images and fonts bought for the design. If you also build the site and pass through hosting, domain and software licenses, the web development invoice has a table for them.

What deposit should web designers require?

That's for you and the client to agree in your contract. Whatever you agree, show the deposit you received on the "Less: deposit received" line and say when it was received in the project notes, as the sample does with its 2,000.00 deposit.

Does paying the invoice transfer copyright to the client?

Not on its own. In the US, copyright starts with the author of the work, and a transfer of copyright ownership isn't valid unless it's in writing and signed by the owner of the rights. Set out ownership and any license in a signed agreement, refer to it in the project notes, and talk to a lawyer where you work about the wording.

How should web designers invoice for ongoing maintenance?

Bill it separately from the design project, for example monthly. The retainer invoice suits a set number of hours each month, and the hourly invoice suits dated time entries. This web design invoice is for a design project that ends at the handoff.

Web Design Invoice Template

Bill a website design project by phase, from discovery and mockups to the build handoff, with the revision rounds included and any extra round, stock images and fonts passed through at cost and the deposit received, then download it as an editable Word or Excel file or a blank PDF to print

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Quick answer:This web design invoice bills a client for a website design project. Each phase, such as discovery and sitemap, mockups and build handoff, has its own fee; the revision rounds included are shown at 0.00 and any extra round is billed at its rate. Stock images and fonts bought for the client are passed through at cost after a sales tax line that applies to design services only, and the deposit received comes off the total: 4,350.00 of design work, 192.00 at cost, 2,000.00 deposit and 2,542.00 due in the sample. It comes as Word and Excel files with a sample and a blank PDF. The page explains how to bill phases and revisions and what US copyright law says about who owns the design.

WEB DESIGN INVOICE

Designer

Business name:: Example Web Design Studio
Address:: 52 Example Street, Sampletown
Phone / email:: [Phone or email]

Invoice details

Invoice no.:: WD-0419
Invoice date:: Nov 25, 2026
Payment terms:: Net 14
Due date:: Dec 9, 2026
Project no.:: P-2026-31

Bill to (client)

Company:: Example Bakery & Cafe
Attention:: Taylor Example
Address:: 8 Sample Square, Sampletown
Email:: [Email]

Project

Project:: Website redesign, 5 page templates
Design delivered:: Nov 20, 2026
Developer:: [Developer or agency name]

Design phases

Item: Discovery and sitemapAmount: 900.00
Details:
Workshop, content plan, sitemap
Qty:
1
Unit:
phase
Rate:
900.00
Item: MockupsAmount: 2,400.00
Details:
Homepage and 4 inner pages, desktop and mobile
Qty:
1
Unit:
phase
Rate:
2,400.00
Item: Build handoffAmount: 700.00
Details:
Design system, specs and exported assets for the developer
Qty:
1
Unit:
phase
Rate:
700.00

Design phases: line items
Item	Details	Qty	Unit	Rate	Amount
Discovery and sitemap	Workshop, content plan, sitemap	1	phase	900.00	900.00
Mockups	Homepage and 4 inner pages, desktop and mobile	1	phase	2,400.00	2,400.00
Build handoff	Design system, specs and exported assets for the developer	1	phase	700.00	700.00

Phases subtotal4,000.00

Revision rounds

Item: Revision rounds includedAmount: 0.00
Details:
2 rounds, within the phase fees
Qty:
2
Unit:
round
Rate:
0.00
Item: Additional revision roundAmount: 350.00
Details:
Round 3, homepage and pricing page
Qty:
1
Unit:
round
Rate:
350.00

Revision rounds: line items
Item	Details	Qty	Unit	Rate	Amount
Revision rounds included	2 rounds, within the phase fees	2	round	0.00	0.00
Additional revision round	Round 3, homepage and pricing page	1	round	350.00	350.00

Revisions subtotal350.00

Stock images and fonts, passed through at cost

Item: Stock photo licensesAmount: 72.00
Details:
6 images, standard license
Qty:
6
Unit:
image
Rate:
12.00
Item: Web font licenseAmount: 120.00
Details:
1 family, web use
Qty:
1
Unit:
license
Rate:
120.00

Stock images and fonts, passed through at cost: line items
Item	Details	Qty	Unit	Rate	Amount
Stock photo licenses	6 images, standard license	6	image	12.00	72.00
Web font license	1 family, web use	1	license	120.00	120.00

Subtotal: 4,350.00
Sales tax on design services, if applicable (0%): 0.00
Stock images and fonts, passed through at cost: 192.00
Total: 4,542.00
Less: deposit received: 2,000.00
Amount due: 2,542.00

How to pay

Accepted methods:: Bank transfer, ACH or check
Account name:: [Account name]
Bank details:: [Bank name, account and routing numbers]
Payment reference:: Invoice WD-0419

Project notes

Sample terms: each phase fee includes 2 revision rounds; further rounds are 350.00 each.
Stock images and the font license are passed through at cost; the licenses are in the client's name.
The deposit of 2,000.00 was received at the start of the project.

Thank you. Please quote the invoice number with your payment.

Web design project invoice: sample preview. Download it below.

Key Features

Everything you need in a professional invoice template.

Designer block and invoice details with invoice no., dates, payment terms and project no.

Bill to (client) with company and attention, and a Project block with the handoff date and developer

Design phases table, such as discovery, mockups and build handoff, with a phases subtotal

Revision rounds: included rounds at 0.00 and any extra round at its rate, with a revisions subtotal

Stock images and fonts passed through at cost, added after the tax line

Sales tax on design services from its own rate cell, and "Less: deposit received"

How to pay block and project notes

Word (.docx) and Excel (.xlsx) files with sample details, and a blank PDF to print

Download the invoice template

The PDF is a blank invoice to print and fill in by hand. The Word and Excel files contain the sample details shown in the preview, ready for you to replace with your own. In the Excel file, each line amount is a formula: "Qty" × "Rate". The section subtotals, subtotal, tax, pass-through costs, total and amount due are formulas too. The amount due is the total minus the deposit received. The tax rate sits in its own cell, so you can change it.

WEB DESIGN INVOICE

Designer

Business name:: Example Web Design Studio
Address:: 52 Example Street, Sampletown
Phone / email:: [Phone or email]

Invoice details

Invoice no.:: WD-0419
Invoice date:: Nov 25, 2026
Payment terms:: Net 14
Due date:: Dec 9, 2026
Project no.:: P-2026-31

Bill to (client)

Company:: Example Bakery & Cafe
Attention:: Taylor Example
Address:: 8 Sample Square, Sampletown
Email:: [Email]

Project

Project:: Website redesign, 5 page templates
Design delivered:: Nov 20, 2026
Developer:: [Developer or agency name]

Design phases

Item: Discovery and sitemapAmount: 900.00
Details:
Workshop, content plan, sitemap
Qty:
1
Unit:
phase
Rate:
900.00
Item: MockupsAmount: 2,400.00
Details:
Homepage and 4 inner pages, desktop and mobile
Qty:
1
Unit:
phase
Rate:
2,400.00
Item: Build handoffAmount: 700.00
Details:
Design system, specs and exported assets for the developer
Qty:
1
Unit:
phase
Rate:
700.00

Design phases: line items
Item	Details	Qty	Unit	Rate	Amount
Discovery and sitemap	Workshop, content plan, sitemap	1	phase	900.00	900.00
Mockups	Homepage and 4 inner pages, desktop and mobile	1	phase	2,400.00	2,400.00
Build handoff	Design system, specs and exported assets for the developer	1	phase	700.00	700.00

Phases subtotal4,000.00

Revision rounds

Item: Revision rounds includedAmount: 0.00
Details:
2 rounds, within the phase fees
Qty:
2
Unit:
round
Rate:
0.00
Item: Additional revision roundAmount: 350.00
Details:
Round 3, homepage and pricing page
Qty:
1
Unit:
round
Rate:
350.00

Revision rounds: line items
Item	Details	Qty	Unit	Rate	Amount
Revision rounds included	2 rounds, within the phase fees	2	round	0.00	0.00
Additional revision round	Round 3, homepage and pricing page	1	round	350.00	350.00

Revisions subtotal350.00

Stock images and fonts, passed through at cost

Item: Stock photo licensesAmount: 72.00
Details:
6 images, standard license
Qty:
6
Unit:
image
Rate:
12.00
Item: Web font licenseAmount: 120.00
Details:
1 family, web use
Qty:
1
Unit:
license
Rate:
120.00

Stock images and fonts, passed through at cost: line items
Item	Details	Qty	Unit	Rate	Amount
Stock photo licenses	6 images, standard license	6	image	12.00	72.00
Web font license	1 family, web use	1	license	120.00	120.00

Subtotal: 4,350.00
Sales tax on design services, if applicable (0%): 0.00
Stock images and fonts, passed through at cost: 192.00
Total: 4,542.00
Less: deposit received: 2,000.00
Amount due: 2,542.00

How to pay

Accepted methods:: Bank transfer, ACH or check
Account name:: [Account name]
Bank details:: [Bank name, account and routing numbers]
Payment reference:: Invoice WD-0419

Project notes

Sample terms: each phase fee includes 2 revision rounds; further rounds are 350.00 each.
Stock images and the font license are passed through at cost; the licenses are in the client's name.
The deposit of 2,000.00 was received at the start of the project.

Thank you. Please quote the invoice number with your payment.

Web design project invoice

An invoice for a website design project: discovery, mockups and build handoff as phase fees, the revision rounds included and any extra round, stock images and font licenses passed through at cost, a tax rate cell on design services, the deposit received and the amount due.

A request for payment — shows the amount due

Download

What this web design invoice is for

This template bills a client for designing a website: a fee for each design phase, any revision rounds beyond those included, and stock images and fonts bought for the project, less the deposit the client paid at the start. It ends at the design handoff. Building the site is a separate job, billed on the web development invoice.

It's a different document from these related templates:

Web development invoice: bills building the site, with fixed-fee milestones, additional hours, and hosting, domain and software licenses passed through at cost, less a retainer.
Graphic design invoice: bills design deliverables such as a brand identity, with fixed fees and hourly work, and a font license passed through at cost.

The web design invoice has:

Designer: business name, address, and phone or email.
Invoice details: invoice no., invoice date, payment terms, due date and project no.
Bill to (client): company, attention, address and email.
Project: project, design delivered (the handoff date) and developer, a placeholder for whoever builds the site.
Design phases: a table with Item, Details, Qty, Unit, Rate and Amount, and a "Phases subtotal".
Revision rounds: the same columns, with a "Revisions subtotal".
Stock images and fonts, passed through at cost: the same columns.
Totals: Subtotal, "Sales tax on design services, if applicable", "Stock images and fonts, passed through at cost", Total, "Less: deposit received" and Amount due.
How to pay: accepted methods, account name, bank details and a payment reference.
Project notes on the revision rounds, the licenses and the deposit.

It comes as three files:

Word (.docx) and Excel (.xlsx): filled with a sample invoice for you to overwrite.
PDF: a blank form to print and fill in by hand, with a blank for the tax rate. It runs to two pages; the project notes are on page 2.

The sample invoice

The sample is invoice WD-0419 from Example Web Design Studio to Example Bakery & Cafe, for project P-2026-31: a website redesign with 5 page templates. The design was delivered on Nov 20, 2026, and the invoice is dated Nov 25, 2026 on Net 14 terms, due Dec 9, 2026.

Design phases: discovery and sitemap 900.00, mockups 2,400.00 and build handoff 700.00, for a phases subtotal of 4,000.00.
Revision rounds: 2 included rounds at 0.00, and 1 additional round at 350.00, for a revisions subtotal of 350.00.
Stock images and fonts: 6 stock photo licenses at 12.00 (72.00) and a web font license at 120.00, for 192.00.

The subtotal is 4,350.00. Sales tax on design services is 0.00 at the sample's 0% rate. Adding the 192.00 of stock images and fonts makes a total of 4,542.00, and less the 2,000.00 deposit, the amount due is 2,542.00. All prices are sample values, not suggested fees.

Phases and revision rounds

Bill each phase as its own line, with what it covered in Details, so the client can match the invoice to the proposal. The sample's phases are discovery and sitemap ("Workshop, content plan, sitemap"), mockups ("Homepage and 4 inner pages, desktop and mobile") and build handoff ("Design system, specs and exported assets for the developer").

Show the revision rounds included in your fees as a line at 0.00, then bill any extra round on its own line. The sample's note is labeled as sample terms: "each phase fee includes 2 revision rounds; further rounds are 350.00 each." Name the extra round and what it covered ("Round 3, homepage and pricing page"), so there's no argument about which round it was.

Stock images, fonts and sales tax

Stock images and font licenses you buy for the client go in their own table, passed through at cost. The sample's note says they "are passed through at cost; the licenses are in the client's name." Check each license's own terms for who can be the licensee and what use it covers.

In the Excel file, "Sales tax on design services, if applicable" applies its rate to the Subtotal, which is the design phases and revision rounds. The stock images and fonts are added after the tax line. That's how the file is built, not a statement about what is taxable. Whether sales tax applies to design services or to licenses you pass through depends on where you work, so check the rules there before you set the rate.

Deposit

"Less: deposit received" takes off what the client paid at the start; the sample's note says "The deposit of 2,000.00 was received at the start of the project." How much deposit you ask for, and when, is up to the agreement between you and the client. If no deposit was paid, set the line to 0.00.

Who owns the design

An invoice doesn't settle who owns the design. It helps to know what US copyright law says by default:

Who owns the design at first. In the US, "Copyright in a work protected under this title vests initially in the author or authors of the work" (17 U.S.C. § 201).
Work made for hire is narrow. The US Copyright Office's Circular 30 explains that a work is made for hire when an employee creates it as part of their regular duties, or when it is specially ordered or commissioned in one of nine listed categories and the parties sign a written agreement saying so. "If a work fails to satisfy any of these requirements, it is not a work made for hire."
Transfers need a signed writing. A transfer of copyright ownership "is not valid unless an instrument of conveyance, or a note or memorandum of the transfer, is in writing and signed by the owner of the rights conveyed or such owner's duly authorized agent" (17 U.S.C. § 204(a)).

So set out who owns the designs, and any license you grant, in a signed agreement, and refer to it in the project notes. Outside the US, check the law where you work, and talk to a lawyer about the wording.

Filling in the figures

In the Excel file:

Each line amount is Qty × Rate, rounded to the cent. Each table has one blank row at the end.
The "Phases subtotal" and "Revisions subtotal" add up their tables, and the Subtotal adds both.
"Sales tax on design services, if applicable" is the Subtotal × the rate in its own cell, 0% in the sample.
"Stock images and fonts, passed through at cost" adds up that table, and the Total is the Subtotal + the tax + the stock images and fonts.
You type the deposit, and the Amount due is the Total less the deposit.

The file's tip says: "To leave out "Sales tax on design services, if applicable", set its rate to 0%; to leave out "Less: deposit received", set it to 0.00. Don't delete these rows: the totals refer to them."

In the Word file, the amounts are typed, not calculated, so retype them when you change a figure. The PDF is blank, so fill in every amount and the tax rate by hand. We haven't tested the files in Excel or Word.

Web design invoices in Billed

In Billed you can send the project quote as an estimate, see which estimates clients have accepted, and convert an approved estimate into an invoice (estimating software). Clients can pay online by card or PayPal.

Other templates

Web development invoice template
Graphic design invoice template
SEO consultant invoice template
Retainer invoice template for ongoing monthly work
Website estimate template to quote a project before you start
Invoice templates by format: Word, Excel, PDF, Google Docs and Google Sheets, or browse all invoice templates

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What's included in this invoice template

Charge	On this template
Design work	Phases, each with a fee
Extra revisions	Revision rounds table
Stock and fonts	At cost, after tax
Paid upfront	Less: deposit received

When this isn't for you

If you're building the site, not just designing it, use the web development invoice. If the work is a logo or brand identity rather than a website, the graphic design invoice fits better. If you bill a client every month for updates, use the retainer invoice.