Software Development Invoice Template
A software development invoice template is a delivery record: hourly work, sprint retainers, milestones, and QA each become a line, so the client sees what was built, what was tested, and which payment unlocks the next phase.
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Invoice
Billed to
Payment terms
| Software development service | Qty | Rate | Amount |
|---|
Notes
Payment
Software project billing and delivery management
This template is free and stays free — keep using it for as long as it does the job. It stops doing the job once project tracking, time logging, and client portals need a real management system.
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How to write a software development invoice
Add your delivery lines
Pick development hours, sprint retainer, milestone, or type your own. Set quantity to hours or phases.
Set your rate and terms
Enter your rates and set payment terms. Many studios bill retainers up front and milestones on acceptance.
Print or save as PDF
Hit Print and choose Save as PDF. Send it with the sprint summary — everything stays on your device.
Typical software development prices to sanity-check your invoice
Rates vary by region, software development size, and scope. These ranges reflect common US software development pricing and are here as a gut check, not a rate card.
| Service | Common pricing method | Typical range |
|---|---|---|
| Development | Per hour | $60 – $150 |
| Sprint retainer | Per 2-week sprint | $2,500 – $8,000 |
| Milestone | Per milestone | $1,000 – $5,000+ |
| UI/UX design | Per project | $500 – $3,000 |
| QA & testing | Per hour | $40 – $80 |
| Maintenance | Per month | $250 – $800 |
Ranges are general market observations, not a recommendation for what to charge.
Software development invoice essentials: sprints, milestones, and scope
Development billing is healthier when each invoice ties to a delivered increment. This template separates hourly work, sprint retainers, milestones, and QA, so the client can approve a phase without auditing the whole project.
On pricing, developers commonly bill $60–$150 per hour, $2,500–$8,000 per two-week sprint, or fixed milestones of $1,000–$5,000+. Retainers smooth cash flow for ongoing work; milestones are cleaner for fixed-scope projects because each payment is tied to an accepted deliverable.
Set payment terms that protect your runway: retainers due at the start of the sprint, milestone balances on acceptance, and maintenance plans at the start of the month. Use the Terms dropdown to set Due on receipt, Net 7, Net 14, or Net 30.
Software Development invoice questions
What should a software development invoice include?
Your company name, the client name, a unique invoice number, itemized development hours, sprints or milestones, QA, any maintenance plan, the total due, and payment terms.
How do software developers bill?
Common models are hourly ($60–$150), fixed-price milestones, or sprint retainers ($2,500–$8,000 per 2-week sprint). Milestone billing ties each payment to a deliverable, which keeps scope discussions honest.
Should I invoice per milestone or per sprint?
Both work — milestones are best for fixed-scope projects, sprints for ongoing product work. Create one invoice per milestone or sprint with a clear description of what was delivered.
How do I bill for out-of-scope changes?
Put each change request on its own line with the agreed rate and reference the change approval. Never roll extra scope into an existing line — itemized changes are easier to approve and collect.
Do I need to charge sales tax on software services?
Rules vary by state; some tax software services, others exempt custom development. Confirm with your state. Not tax advice.
Is this software development invoice template really free?
Yes. No account, no signup, no export limit. Everything runs in your browser and the details you type are never transmitted anywhere — you can even use it offline.
Software Development invoice formats & related guides
More industry templates are added as they ship.