Invoodle

Web designer invoice maker · PDF download without signup

Web design invoice generator for projects and maintenance

Turn your agreed website scope into a clear invoice. Name the project, show the design or build work being billed, and separate approved extras from hosting and ongoing support.

By Invoodle · Updated · UK invoice/copyright and WordPress references reviewed October 2026

Describe the website work and charges you agreed. This general invoice editor does not approve milestones, transfer copyright, manage hosting or renew subscriptions. Review tax requirements and any existing draft before issuing.

Create web design invoiceSee project and hosting examples

Opens Invoice mode with the Modern style. Neither example is loaded; review any existing draft before adding the project details.

Show which website work the client is paying for

A small WordPress build, a fixed design package and monthly maintenance can have different charging bases. Describe the deliverable or service period and connect each item to the agreement, rather than assuming the client knows what “website work” includes.

Web design invoice checklist

  • Your business and client billing details, a checked invoice number, issue date and agreed payment due date.
  • Project name or reference, work period and the specific stage or deliverable covered by this invoice.
  • Agreed quantities and rates for design, implementation, migration or other separately priced work.
  • Extra revisions or scope changes identified by approval reference, excluding work already included in a package.
  • Hosting, domain, licence or maintenance charges only where agreed, with the relevant service period and scope.
  • Applicable tax particulars, agreed currency, full invoice total, actual money received and remaining balance.

Use Notes for the project, scope version, work period and approval references. These are text entries, not a project-approval system. Check local invoice particulars and tax requirements separately. Keep passwords, licence keys and hosting access details out of invoice notes and share links.

Web design invoice examples: a project and ongoing services

These fictional USD invoices cover separate scopes: a completed website project and hosting/maintenance periods. Prices are illustrative, not market benchmarks. No tax, withholding or advance-payment tax treatment is modelled; this does not establish an exemption.

Completed website project with approved extra revisions

Example Web Studio (fictional)

Client
Example Website Client (fictional)
Invoice number
EXAMPLE-WEB-001
Issued
Agreed due date
Fictional website project invoice — all amounts in USD
Service or chargeQuantityRate (USD)Amount (USD)
Website design — agreed five-page scope1 project$900.00$900.00
WordPress implementation — agreed build scope1 project$1,400.00$1,400.00
Approved extra revisions — change EX-REV-0032 hours$75.00$150.00
Items subtotal$2,450.00
Tax in this example$0.00
Invoice total$2,450.00
Amount received after issue$500.00
Remaining balance$1,950.00

Project: EX-WEB-001. Work period: 1–20 October 2026. Design and implementation were priced separately. Only the two additional hours approved under EX-REV-003, outside the agreed revision allowance, are charged as extras. Hosting and maintenance are not included in this example.

Hosting period and a separate maintenance package

Example Web Studio (fictional)

Client
Example Website Client (fictional)
Invoice number
EXAMPLE-WEB-002
Issued
Agreed due date
Fictional hosting and maintenance invoice — all amounts in USD
Service or chargeQuantityRate (USD)Amount (USD)
Agreed hosting charge — 1 Oct 2025 to 30 Sep 20261 year$120.00$120.00
September 2026 maintenance — agreed support scope1 month$80.00$80.00
Items subtotal$200.00
Tax in this example$0.00
Invoice total$200.00
Amount received after issue$0.00
Remaining balance$200.00

Service reference: EX-CARE-001. Hosting and maintenance cover the periods stated on the items. The maintenance scope is in the separate support agreement. This invoice does not renew a hosting account, register a domain or start an automatic subscription.

Project: USD 900 design + USD 1,400 implementation + USD 150 approved extra revisions = USD 2,450. USD 500 received after issue leaves USD 1,950. Services: USD 120 hosting + USD 80 maintenance = USD 200. Both examples use an illustrative agreed 14-day payment period, not a statutory default.

Separate the scope, stage and service period

Use the charging basis in the agreement. A fixed project stage can be quantity 1; approved extra time can show hours and an hourly rate. If design, implementation or revisions are already included in one package, do not add them again as separate charges.

Web design, hosting and maintenance billing descriptions
Work or serviceOne way to describe itWhat to check
Design packageQuantity 1 × agreed design feePage or screen scope, deliverables and included revision allowance
Website implementationA fixed build stage or agreed hours × rateWhat is included, approval basis and any earlier invoice
Extra revisionsApproved additional hours or one agreed change feeChange reference and work outside the original allowance
Content migrationAgreed pages/items or a fixed migration scopeSource content, quantity and exclusions
Hosting or domain chargeAgreed service × named start/end datesSupplier, billing period and who manages the account or renewal
MaintenanceQuantity 1 × agreed period packageIncluded tasks, limits and separately approved extra work

Keep milestone billing distinct from the whole project

Identify the deliverable or stage covered now, its approval reference and the scope version. Review earlier invoices and payments before billing it. The app does not reconcile a project contract value, approve a milestone or track how much of a multi-invoice project is still unbilled.

State the hosting and maintenance periods

An annual hosting charge and monthly maintenance package cover different periods and responsibilities. Record the dates and agreed scope, including any approved extra work. Check who holds supplier accounts and handles renewals. Invoodle does not provision hosting, manage domains, monitor websites, perform maintenance or generate automatic renewal invoices.

Record payments without reducing the project price

In Payments & QR, enter the cumulative money actually received against the invoice. If another USD 250 arrives after the project example’s USD 500 payment, enter USD 750 received. The full invoice stays $2,450.00 and the balance becomes $1,700.00. The payment is not a discount or a negative design fee.

There is no universal deposit percentage supplied here. Agree the payment schedule and any cancellation or refund terms for the job, and review advance-payment documentation and tax timing separately. The example records money received after issue; it is not an advance-invoice model. Keep a record of which invoice each real payment belongs to so it is not counted twice.

Payment records are manual: the editor does not verify a transfer or collect money. Download an updated PDF or create a new shared snapshot after recording a payment; an earlier shared snapshot does not update itself.

Keep handover and licence terms in the reviewed agreement

An invoice can reference the agreed handover arrangements, but Invoodle does not transfer copyright, deliver source files, change domain ownership or assign third-party accounts and licences. Avoid inserting a blanket ownership clause without checking what you can grant and what was agreed.

The UK Intellectual Property Office explains that ownership of commissioned work depends on the circumstances and agreement. WordPress.org separately documents the licence for WordPress software. Those are specific references, not a rule that paying an invoice assigns every website asset. Review the actual terms for themes, plugins, fonts, images and other supplied components, plus the relevant jurisdiction.

Create the web design invoice PDF

  1. Open Invoice mode with the Modern style. Existing items, notes and terms are not cleared, and neither public example is imported.
  2. Review business/client details, invoice number, issue date, service period and agreed Payment Due date. Add the project and scope references in Notes.
  3. Choose the agreed currency, then add the specific work and approved charges. Changing display currency does not convert existing prices.
  4. Review local tax particulars and treatment. The editor has one document-level Tax adjustment, not per-line tax classification; a percentage applies to subtotal before the separate order discount.
  5. Record actual payments, check the total and balance, then preview and download the PDF. Send it through your own message or the client’s required submission process.

The PDF uses the shared document layout with the chosen style’s accent. Guest documents stay in this browser and do not automatically sync across devices. Keep a PDF or independent backup, and review the storage and sharing explanation.

References for invoice and licensing checks

GOV.UK covers UK invoice particulars, the Intellectual Property Office covers UK copyright ownership, and WordPress.org describes its software licence. These references do not approve the example, supply a deposit policy or replace a review of the project agreement and applicable rules.

Web design invoice questions

How do I write an invoice for a web design project?

Name the project and stage, then list separately priced design, implementation and approved extras. Use quantity 1 for a fixed package or the agreed hours and rate for time-based work. Add scope and approval references in Notes, and check earlier invoices so the same work is not billed twice.

How should I show a deposit or partial payment?

Keep the full charges on the relevant invoice and record only money actually received in the cumulative amount received field. In the fictional completed-project example, USD 2,450 in charges with USD 500 received after issue leaves USD 1,950. A real advance may require a separate reviewed document or tax workflow. Do not count the same payment twice across invoices or turn it into a discount.

What deposit percentage should I request for website work?

This page does not recommend a universal deposit percentage. Agree the payment schedule, scope, refund or cancellation terms and any advance-document requirements for the engagement. The editor records your reviewed wording and payments; it does not decide or enforce those terms.

Can I charge for extra revision rounds?

Describe only extra work that was agreed outside the included scope. Use the approved hours or change fee and identify the change reference. Check the revision allowance in your project agreement. The editor does not track revision rounds, approve scope changes or establish that a charge is payable.

Can hosting and maintenance go on an invoice?

You can describe agreed charges with clear service periods and scope, checking whether they were already included or billed elsewhere. The app does not buy hosting, renew a domain, track a support allowance or create recurring invoices automatically. Tax treatment and supplier account arrangements need separate review.

Does paying the invoice automatically transfer website ownership?

The app does not transfer copyright, files, domains, accounts or third-party licences. Keep ownership, licence and handover provisions in the reviewed agreement. UK Intellectual Property Office and WordPress licensing references are provided for their specific scope; an invoice sentence is not a universal assignment of every website asset.

Is the web design invoice PDF free, and will an example replace my draft?

Guest creation, browser-local saving and PDF download do not require signup. The public examples do not read your draft. Editor actions select Invoice mode and the Modern style without loading an example or clearing existing items, notes or terms. Choose the agreed currency and review prices: changing display currency does not convert them.

Create web design invoice
Create web design invoice