Software Development invoice. Clear, complete, paid.
An editable software development invoice with sprints, day rates, pass-through costs, plus a filled-in example. Download it for Word, Excel or Google Docs without an email gate.
Word, Excel, Google Docs and PDF. No email required.
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INVOICETemplate preview · Example
01
Bill to
Harbour Freight Ltd, with contact, address and PO reference.
02
Line item
Discovery sprint: Requirements, user flows and estimate. 5 days at $900.00.
03
Total due
$24,620.00, due in 14 days.
04
How to pay
Bank transfer details or a card payment link, and your late payment terms.
What to include on a software development invoice
A software development invoice is a request for payment for work you’ve delivered. It needs to be clear enough that the client’s accounts team can approve it without coming back to you.
Field
Why it matters
Invoice number and date
Unique, sequential numbers make payments easy to match and keep tax records tidy.
Your details and the client’s
Business names, addresses and, if registered, your tax or VAT number.
Line items
What you did, how much and at what rate, in terms the client recognises from the agreement.
Due date and how to pay
An actual date, bank details or a payment link, and any late payment terms.
Sprint or milestone
Links the invoice to delivered, reviewable work
Pass-through costs
Separates hosting or API usage from your fees
How software developers usually bill
Software work is usually priced by sprint or day rate (time and materials), or as a fixed price for a well-defined scope with a change process for anything new.
Invoice per sprint or per month in arrears for time-and-materials work, with hours or days by person.
For fixed-price work, invoice against accepted milestones, not just elapsed time.
Pass through hosting and API costs at cost, or have the client pay providers directly.
Example: billing a driver scheduling web app
Keel Labs bills time and materials monthly in arrears, one line per sprint with days by role, and attaches the sprint review notes. Staging hosting is passed through at cost on its own line, and the warranty period starts from the launch invoice date.
The template
Invoice details
Invoice number: [INV-0001]
Invoice date: [Date]
Due date: [Date — e.g. 14 days after the invoice date]
Sprint or milestone: [Sprint or milestone]
Pass-through costs: [Pass-through costs]
From
Business name: [Your business name]
Address: [Address]
Email: [Email]
Tax or VAT number: [If registered]
Bill to
Client: [Client company]
Contact: [Name, email]
Address: [Address]
Client reference or PO: [If provided]
Line items
Item
Description
Qty / time
Rate
Amount
Discovery sprint
[Requirements, user flows and estimate]
[Qty]
[Rate]
[Amount]
Development sprint 1
[Two-week sprint: authentication and scheduling]
[Qty]
[Rate]
[Amount]
Development sprint 2
[Two-week sprint: notifications and admin]
[Qty]
[Rate]
[Amount]
QA and user acceptance support
[Test plan, bug fixes during UAT]
[Qty]
[Rate]
[Amount]
Cloud hosting (passed through)
[Hosting for the staging environment]
[Qty]
[Rate]
[Amount]
Totals
Subtotal: [Amount]
Discount: [If any]
Tax: [Rate and amount, if you’re registered]
Total due: [Amount and currency]
Payment
Payment terms: [e.g. 14 days]
How to pay: [Bank details or payment link]
Late payment: [Your late payment terms, if any]
Notes
[Anything the client needs to know, such as what the invoice covers, a reference to the approved quote or timesheet, or when final files will be released.]
How to fill it in
Add your business details and the client’s, including any purchase order or reference they gave you.
Give the invoice the next number in your sequence and set the invoice and due dates.
List each item of work using the same names as your quote or agreement, such as “Discovery sprint”.
Show quantities, rates and amounts, then the subtotal, any discount, tax if you’re registered, and the total.
Fill in the sprint or milestone and pass-through costs, then add how to pay and your payment terms.
Check it against the agreement, attach what backs it up (for software developers, usually links the invoice to delivered, reviewable work), and send it as a PDF or payment link.
Use it in Word, Excel, Google Docs or PDF
Microsoft Word
Download the Word (.docx) file and open it. If Word opens it in Protected View, select Enable Editing.
Use Find (Ctrl+F or Cmd+F) and search for “[” to jump between the placeholders you need to replace.
Save a clean copy as a Word template (File → Save As → Word Template) so every new document starts from it.
Google Docs
Upload the .docx file to Google Drive.
Right-click it and choose Open with → Google Docs, then File → Save as Google Docs to keep an editable copy.
Use File → Make a copy for each new client so your master stays clean.
Excel and Google Sheets
Download the Excel (.xlsx) file. It has a blank sheet and a worked example.
Enter quantities, hours and rates: amounts, totals and tax calculate with built-in formulas.
To use Google Sheets, upload the file to Drive and choose Open with → Google Sheets; the formulas carry over.
PDF
Use Print or save as PDF in the template section above to print just the template, or fill it in Word or Google Docs first and export it (File → Save As → PDF in Word, File → Download → PDF document in Google Docs).
Example: Keel Labs invoice for Harbour Freight Ltd
A filled-in example for a driver scheduling web app. Both companies are fictional.
Invoice details
Invoice number: INV-0142
Invoice date: 3 June
Due date: 17 June
From: Keel Labs
Bill to: Harbour Freight Ltd
Line items
Item
Description
Qty / time
Rate
Amount
Discovery sprint
Requirements, user flows and estimate
5 days
$900.00
$4,500.00
Development sprint 1
Two-week sprint: authentication and scheduling
10 days
$850.00
$8,500.00
Development sprint 2
Two-week sprint: notifications and admin
10 days
$850.00
$8,500.00
QA and user acceptance support
Test plan, bug fixes during UAT
4 days
$750.00
$3,000.00
Cloud hosting (passed through)
Hosting for the staging environment
1 month
$120.00
$120.00
Totals
Subtotal: $24,620.00
Tax: Not charged in this example
Total due: $24,620.00
Payment terms: 14 days, by bank transfer or card link
Notes
Thank you for your business. Please quote the invoice number with your payment.
Send invoices from Angelwood
Angelwood’s invoicing creates invoices with line items, tax and discounts, can build an invoice from approved billable time, and lets clients view and pay through Stripe in their portal.
Name each line the way your quote or agreement did. If the client can match “Discovery sprint” to what they approved, the invoice gets paid without questions.
02
Bill the way software developers get paid.
Invoice per sprint or per month in arrears for time-and-materials work, with hours or days by person. Software work is usually priced by sprint or day rate (time and materials), or as a fixed price for a well-defined scope with a change process for anything new.
03
Keep the evidence close.
Pass through hosting and API costs at cost, or have the client pay providers directly. Reference the approved quote, timesheet or report behind each invoice, so any query is answered in one message.
Time-and-materials projects are usually invoiced per sprint or monthly in arrears, showing days or hours per person. Fixed-price projects are invoiced on accepted milestones.
What payment terms should I put on an invoice?+
Fourteen or thirty days are the most common. Write the actual due date on the invoice as well as the terms, and include every way the client can pay.
Do I need to number my invoices?+
Yes. Give every invoice a unique number in sequence, such as INV-0042. It makes payments easy to match and is required for tax records in many countries.
Can I edit this template in Word or Google Docs?+
Yes. Download the Word (.docx) file and open it in Microsoft Word, or upload it to Google Drive and choose Open with → Google Docs. There’s also a Markdown version for any text editor. No account or email address is needed.
How do I save it as a PDF?+
Fill it in, then export it: File → Save As → PDF in Word, or File → Download → PDF document in Google Docs. On this page you can also print just the template or save it as a PDF from your browser’s print dialog.
Does the Excel version calculate totals?+
Yes. Enter quantities, hours and rates and the amounts, subtotal, tax and total calculate automatically. It also works in Google Sheets: upload it to Drive and open it with Google Sheets.