Example software development invoice
Here is what a typical software development invoice built with this template looks like. It bills 4 line items, from “Sprint 4 – user authentication & roles” to “Cloud hosting – staging environment”, for a subtotal of $11,725.00 before tax. Swap in your own rates; the amounts recalculate automatically.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Sprint 4 – user authentication & roles (hours) | 64 | $110.00 | $7,040.00 |
| Sprint 4 – API integration (hours) | 32 | $110.00 | $3,520.00 |
| Code review & QA (hours) | 12 | $90.00 | $1,080.00 |
| Cloud hosting – staging environment | 1 | $85.00 | $85.00 |
| Subtotal | $11,725.00 | ||
Suggested note for the client: Sprint 4: 1–14 Nov. Timesheet and changelog attached. Payment due within 15 days. IP transfers on payment.
What to include on a software development invoice
- Project name and sprint or milestone number
- Features or tickets delivered
- Hours by role (developer, QA, PM) or fixed milestone price
- Third-party services (hosting, APIs)
- Billing period dates
- IP and source code ownership terms
Software Development invoicing tips
- Bill per sprint or every two weeks to avoid large unpaid balances.
- Attach a timesheet or changelog – it prevents disputes about hours.
- Keep cloud and API costs on separate lines; they fluctuate monthly.
- Tie IP transfer to payment in your contract and on the invoice.
How to use this template
- Replace the sample line items with the work you actually did. The example items show typical software development charges and rates – adjust them to your prices.
- Add your business and client details, set the invoice number and due date, and add tax if you are registered to collect it.
- Download the PDF and email it to your client. Your edits are saved in this browser, so next month you only need to change the dates and items.
Need to quote the job first? Use the quote generator. Getting paid late? Work out interest with the late fee calculator, or browse all 50 invoice templates.
Frequently asked questions
Should software development be billed hourly or fixed price?
Hourly or time-and-materials suits evolving products; fixed price suits well-defined scopes. Many teams use fixed-price milestones with hourly change requests.
What should I attach to a development invoice?
A timesheet, a list of completed tickets or a changelog. It gives the client confidence in the hours billed.
Is this software development invoice template free?
Yes. Edit every field, download as many PDFs as you like and print them. There is no sign-up, no watermark and nothing is uploaded to our servers.
How do I save the invoice as a PDF?
Click "Download PDF / Print" and choose "Save as PDF" as the destination in the print dialog. It works on desktop and mobile browsers.