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Professional Web Design Invoice Template

Create detailed invoices for website design projects, development, hosting, and ongoing maintenance retainers.

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Worked Invoice Preview

See a realistic worked example. Applying it in Experi keeps the structure and leaves prices blank until you enter your own.

WORKED EXAMPLE · Fictional details and illustrative prices · Not a payment request

Pixelwave Digital
Unit 7, The Digital Hub
45 Silicon Street
Leeds, LS1 4DY
United Kingdom
web-designer@example.com
Invoice
Invoice No:INV-00001
Issue Date:03 Sept 2026
Due Date:17 Sept 2026
Bill To
Laura Simmons
Bloom & Grow Garden Centre
8 Market Square
Harrogate, HG1 2AG
United Kingdom
customer@example.com
Illustrative line items and prices, not recommended rates
DescriptionQtyUnit PriceTotal
Website design - 5-page brochure site
Home, About, Services, Gallery, Contact
1.00Flat Rate£2,500.00£2,500.00
Responsive mobile optimisation
Full mobile and tablet testing
1.00Flat Rate£400.00£400.00
Content management system (WordPress) setup
Including admin training session
1.00Flat Rate£350.00£350.00
SEO setup and Google Analytics integration
On-page SEO, sitemap, analytics tracking
1.00Flat Rate£300.00£300.00
Web hosting and domain (annual)
SSL certificate included
1.00Flat Rate£120.00£120.00
Subtotal:£3,670.00
Total:£3,670.00
Notes
Thank you for choosing Pixelwave Digital. Project includes 2 rounds of revisions. Additional revisions charged at £50/hour.
Payment Details
30% deposit on project start, 70% on completion. Payment within 14 days of invoice.
Company No: 12345678

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What to check for this job

A website project includes design, development and agreed support. Distinguish the one-off build stage from any continuing maintenance so the client can approve the right budget.

See the web designers workflow in Experi →
  • Website/project and PO reference
  • Stage or billing period
  • Deliverables and approved changes
  • Third-party costs and ongoing services identified

Watch out: Avoid charging ongoing maintenance before the agreed start date, or rebilling third-party licences the client pays directly.

How to use this invoice template

Choose Use this template, then explicitly apply it above the line items in Experi. A new invoice still starts blank. Downloading the PDF gives you the worked example, not an editable form or an issued invoice.

  1. Enter your business details

    Add your business name, address, contact information, and VAT number if applicable.

  2. Add client information

    Enter your client's name, company (if applicable), address, and contact details.

  3. Add line items

    List all services provided, including website design - 5-page brochure site, responsive mobile optimisation, content management system (wordpress) setup, seo setup and google analytics integration, web hosting and domain (annual). Include quantity, unit price, and any notes.

  4. Set payment terms

    Specify payment due date and payment methods. Include bank details or other payment instructions.

  5. Review, print or send

    Preview your invoice, print a customer copy, download the PDF, or send it directly by email.

Invoice details and record-keeping notes

Recommended job details

  • Specify the number of revision rounds included
  • Clarify ownership and IP transfer upon final payment
  • Include hosting renewal terms and cancellation policy

Record and VAT notes

  • Software subscriptions and hosting costs are deductible expenses
  • Keep records of subcontractor payments if outsourcing development
  • VAT registration required if turnover exceeds £90,000

Check the current official guidance on what invoices must include and VAT invoicing records.

Frequently Asked Questions

What should a web design invoice include?

Break down the project into clear phases: design, development, content setup, testing, and launch. Include any recurring costs such as hosting or maintenance separately so the client understands one-off vs ongoing charges.

How should I handle milestone payments for web projects?

It is common to split payments into milestones, e.g. 30% deposit, 30% on design approval, and 40% on launch. Issue a separate invoice for each milestone with a clear description of what has been delivered.

Can I charge for revisions beyond the agreed scope?

Yes, clearly state in your contract and invoice how many revision rounds are included. Additional revisions should be charged at an agreed hourly rate or per-revision fee, invoiced separately.

Do I need to charge VAT on web design services?

Only if you are VAT registered (turnover above £90,000). If registered, charge 20% VAT on all UK-based services. For clients outside the UK, different VAT rules may apply - check the reverse charge mechanism.

Ready to Create Professional Invoices?

Apply the structure, add your own prices, review the customer copy, then print or send it when the job is ready.

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