Web designer invoice template

How do web designers usually invoice?

Web designers invoice a fixed project fee with 50% on signature and 50% on launch, or in thirds for larger sites with a payment at design approval, and sell hosting and maintenance as an annual or monthly plan invoiced separately. The proposal number and the page count define the scope on the invoice, and the site is moved to the client's hosting or domain only when the final payment clears. Theme, plugin and stock licences are recharged at cost.

Web designers in this example give the customer 14 days to pay, after a 50% deposit taken before the work starts. Hourly rates run from £40 to £85. A full day is typically £300 to £650.

What should a web designer put on an invoice?

Beyond the legal basics, web designers should:

• Reference the proposal number and list the page count and features included.
• Make the final payment due before launch or handover of the site files, and say so.
• Invoice hosting and maintenance separately with the period covered and the renewal date.
• Recharge licences at cost and name them so the client knows what renews.

Every UK invoice, whatever the trade, must also show:

• a unique, sequential invoice number
• your business name and address (and company number if you trade as a limited company)
• the client’s name and address
• the invoice date and, for VAT invoices, the date of supply if different
• a clear description of each item of work or goods
• the amount due and when it must be paid
• your VAT number, the VAT rate per line and the VAT total, if you are VAT registered

Do web designers charge VAT?

You only charge VAT once registered, which is compulsory when taxable turnover passes £90,000 in any rolling 12 months. Below that, show no VAT line and no VAT number. Once registered, digital and IT services are standard rated at 20% for UK clients; services to business clients outside the UK are generally outside the scope of UK VAT, so note that on the invoice and charge none.

On the Flat Rate Scheme the sector for web designers is usually “Computer and IT consultancy or data processing” at 14.5% of VAT-inclusive turnover, with a 1% discount in the first year of registration. If you spend little on goods you may be a limited cost trader and have to use 16.5% instead. The scheme suits businesses with few VAT-able costs; check it against the standard method with the VAT calculator before joining.