How do I structure milestone billing for a website build?

Three to five milestones is typical: kickoff/deposit (25%), design approval (25%), development complete (25%), launch & QA (25%). Invoice each milestone the moment it's approved — not at the end of the project. This keeps cash flowing, signals progress to the client, and dramatically reduces final-invoice disputes.

Should I pass hosting and domains through at cost or mark them up?

Either is fine, but disclose it. Pass-through at cost (with the client owning the accounts) is cleanest for trust and means you're not on the hook if they leave. A 10–20% markup is fair if you're managing the accounts and absorbing the admin. Bundling hosting into your project fee with no transparency is the worst option — you'll be paying that bill for years.

How do I handle maintenance retainers alongside project work?

Bill the retainer as a recurring monthly line, separate from project milestones. State exactly what's included (e.g. '2 hours edits, security patches, uptime monitoring') and what triggers hourly overage. Send the retainer invoice on the 1st of each month so it's predictable, and auto-charge a card on file.

When should I hand over source code and credentials?

After the final invoice is paid in full. During development, give the client preview access via staging URLs, not production credentials or repo admin rights. This is standard practice and protects you if the client ghosts or disputes. State it on the invoice: 'Repo access and production credentials transferred upon final payment.'

Do I need an account to create an invoice?

No. The tool runs entirely in your browser. Fill in the form, preview the result, and download — no signup, no email, nothing stored on a server.

Yes. Everything you type stays in your browser. Nothing is uploaded or saved. When you close the tab, the data is gone.

What payment terms should I use?

Net 15 or Net 30 are most common for freelancers. For new clients, shorter terms (Net 7 or due on receipt) reduce the risk of late payment.

Can I add a logo to my invoice?

Yes. Upload a PNG or JPG in the form and it appears in the header of the live preview and the downloaded PDF.

Can I start from a blank invoice and just fill in what I need?

Yes. The generator opens as a blank invoice with sensible defaults — an auto-generated invoice number, today's date, and a Net 15 due date — and you add or remove line items freely. There's no rigid template forcing fields on you, so it works equally well for a one-line consulting invoice or a detailed multi-item job.

Is the PDF printable?

Yes. The downloaded PDF is sized to A4 with proper margins so it prints cleanly on any home or office printer — no cut-off lines, no awkward scaling. You can also use your browser's print dialog on the live preview and choose 'Save as PDF' if you prefer that route.

Free Web Developer Invoice Generator

Free Web Developer Invoice Generator — milestone billing, monthly maintenance retainers, hosting pass-through, and hourly overage, all in one downloadable PDF.

100% private. Everything is generated in your browser — nothing is uploaded or saved.

Bill From

Your details as they'll appear on the document.

Bill To

Document details

Invoice Number

Issue Date

Due Date

Payment terms

Line items

Add a row for each item or service.

$0.00

Currency, tax & adjustments

Currency

VAT rate (%)

Inclusive

VAT is added on top of the subtotal.

Discount type

Discount value

Shipping / additional charges

Subtotal$0.00

Total$0.00

Notes & payment instructions

Style

Switch the look and accent colour — updates the preview instantly.

Your Business Name

INVOICE

Invoice Number: INV-202607-5054

Issue Date: 07/03/2026

Due Date: 07/17/2026

Terms: Net 14

Bill From

—

Bill To

Client Name

Description	Qty	Unit Price	Amount
—	1	$0.00	$0.00

Subtotal$0.00

Total$0.00

Notes & Payment Instructions

Thank you for your business. Please make payment by the due date.

How to use the Invoice Generator

Five steps to a finished document — no account needed.

1
Enter your business details and upload a logo (optional).
2
Add your client's name and contact information.
3
Fill in the invoice number, issue date, and due date.
4
Add line items with a description, quantity, and unit price.
5
Set your tax rate and any discount, then download your PDF.

Web Developer invoice guide

Free Web Developer Invoice Generator — milestone billing, monthly maintenance retainers, hosting pass-through, and hourly overage, all in one downloadable PDF.

A web developer's invoice should label the milestone being billed and its position in the overall statement of work, such as Milestone Three of four, so the client sees progress against the contract. Break monthly retainers out from project work, since they are recurring and should be visible as a separate commitment. Pass hosting, domain, and third-party SaaS subscriptions through at cost with receipts, never bundled into your fee, or you will be eating that bill for years. Bill hourly overage with a brief time log when scope expands, including what triggered the extra hours. The most common mistakes are billing web development as a lump sum with no milestone breakdown, losing client trust when they cannot tell what has been delivered; bundling hosting and SaaS subscriptions into the project fee, then absorbing the monthly cost forever; not billing for scope creep because each addition felt too small to mention; and handing over production credentials and repo access before final payment, leaving no leverage if the client disputes. One practical tip: take twenty-five to thirty percent upfront before any code is written.

What to include

The milestone being billed and its position in the overall SOW (e.g. 'Milestone 3 of 4') so the client sees progress against the contract.
Monthly retainers broken out from project work, since they're recurring and the client should see them as a separate commitment.
Hosting, domain, and third-party SaaS subscriptions passed through at cost with receipts, not bundled into your fee.
Hourly overage with a time log when scope expands, including a brief description of what triggered the extra hours.
A reference to the SOW or contract number so enterprise clients' AP departments can match invoices to POs.

Common mistakes

Billing 'web development — $5,000' with no milestone breakdown, then losing the client's trust when they can't tell what's been delivered.
Bundling hosting and SaaS subscriptions into the project fee, then eating $89/month forever because the client never took them over.
Not billing for scope creep (extra pages, new features) because 'it's just one more thing' — those minutes add up to free work.
Handing over production credentials and repo access before final payment, leaving no leverage if the client disputes.

Payment tips for web developers

Split project work into 3–5 milestones with payment due at each delivery, not at the end — this keeps cash flowing and reduces end-of-project disputes.
Take 25–30% upfront before any code is written; this is industry standard and filters out clients who can't actually pay.
Invoice hosting and recurring maintenance monthly, with auto-pay by card on file — chasing $89 invoices is not a good use of your week.
Add a 'scope change' line and rate to every SOW, and reference it when scope expands. Clients respect a documented rate; they fight a surprise one.

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Frequently asked questions

Recommended

Tired of making invoices by hand?

If you send documents every week, dedicated accounting software automates recurring billing, payment reminders, and expense tracking — so you spend less time on admin and get paid on time. The free tool above is always here for one-offs; this is for when you outgrow it.

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Learn more

Practical guides to help you invoice smarter and get paid faster.

Getting Started

How to Write Your First Invoice: A Beginner's Guide

7 min read

Payments

Invoice Payment Terms Explained: Net 7, 30, and Everything Between

6 min read

Payments

How to Chase Late Invoice Payments (Without Burning Bridges)

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Description

Qty

Unit Price

Amount

—

$0.00

How to use the Invoice Generator

Five steps to a finished document — no account needed.

Enter your business details and upload a logo (optional).

Add your client's name and contact information.

Fill in the invoice number, issue date, and due date.

Add line items with a description, quantity, and unit price.

Set your tax rate and any discount, then download your PDF.

Web Developer invoice guide

Free Web Developer Invoice Generator — milestone billing, monthly maintenance retainers, hosting pass-through, and hourly overage, all in one downloadable PDF.

What to include

The milestone being billed and its position in the overall SOW (e.g. 'Milestone 3 of 4') so the client sees progress against the contract.
Monthly retainers broken out from project work, since they're recurring and the client should see them as a separate commitment.
Hosting, domain, and third-party SaaS subscriptions passed through at cost with receipts, not bundled into your fee.
Hourly overage with a time log when scope expands, including a brief description of what triggered the extra hours.
A reference to the SOW or contract number so enterprise clients' AP departments can match invoices to POs.

Common mistakes

Billing 'web development — $5,000' with no milestone breakdown, then losing the client's trust when they can't tell what's been delivered.
Bundling hosting and SaaS subscriptions into the project fee, then eating $89/month forever because the client never took them over.
Not billing for scope creep (extra pages, new features) because 'it's just one more thing' — those minutes add up to free work.
Handing over production credentials and repo access before final payment, leaving no leverage if the client disputes.

Payment tips for web developers

Split project work into 3–5 milestones with payment due at each delivery, not at the end — this keeps cash flowing and reduces end-of-project disputes.
Take 25–30% upfront before any code is written; this is industry standard and filters out clients who can't actually pay.
Invoice hosting and recurring maintenance monthly, with auto-pay by card on file — chasing $89 invoices is not a good use of your week.
Add a 'scope change' line and rate to every SOW, and reference it when scope expands. Clients respect a documented rate; they fight a surprise one.

Frequently asked questions

Tired of making invoices by hand?

Affiliate disclosure: we may earn a commission if you sign up through these links, at no cost to you.