Software development invoice template

Software development is not just your job, it’s what you love to do – so stop spending so much time on administrative tasks like invoicing that get in the way of your passion! We have a great selection of clear and elegant invoice templates designed especially for professional software developers. Available in Word, Excel, PDF, Google Docs, and Google Sheets, these easy-to-use templates will help you bill your clients with ease for your hard work and expertise.

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Choose the best invoice template for your software development business

Software development

You do it all – from designing, programming, and testing, to bug fixing – so make sure your invoice reflects all you do with this customizable invoice template. Add or subtract lines to bill for all your hard work.

Agency clients

You know how to develop the right software solutions for your clients – that doesn’t mean you have the same invoicing expertise. This invoice template is the solution you need to bill for your skill and expert services.

Retainer or contract services

Download, customize, and send this invoice to your long-term clients who hire your software development services on retainer. It can be modified for any time period, with extra lines to fill in special services.

Download, customize, and send this retainer invoice to your long-term clients who hire your software development services. It can be modified for any time period, with extra lines to fill in special services.

Business software

You help your clients run their businesses more efficiently with the software you develop. Now run your business more efficiently by saving time and using this free invoice template that lets clients know exactly what they are paying for.


Don’t waste your technical skill and know-how on figuring out invoicing. Focus on creating the right software development solutions for your clients. This free template makes the right impact by helping you get paid promptly and properly.

Alternatives to using software development invoice templates

Make your software development business a success by finding out more about what Wave can offer you. Save time and take administrative work off your hands by trying our free automated invoicing and powerful accounting.

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Why software developers should send professional invoices

Illustration of invoice being sent

As a software developer, your projects can range from creating a single web application to helping maintain large, complex frameworks. You supply extremely specialized knowledge and expertise, so your invoice needs to make that crystal clear so your clients understand exactly what they are being charged for. So while your invoice needs to be simple enough to understand, it needs to detail the skill and technique that went into your software development work.

Your invoices should also look as polished and professional as your work. You do amazing, complicated software development that makes your clients’ lives easier – make sure your invoices reflect your expertise.

How to fill out your software development invoice

Once you've downloaded your free invoice template, you'll need to customize it to fit your specific business. Here are the 10 key things to include on your invoice:

  1. Title and Description: Name the project and briefly describe what type of work your client is being invoiced for.
  2. Company Details: Add your company name, address, phone number, and logo to the top-right corner.
  3. Customer Details: Under "Bill To", add your customer's name, address, and contact information.
  4. Invoice Number: Include a unique invoice number to help you track down this invoice in the future. You can format this based on sequence and customer. For example, if you're sending your very first customer their first invoice,  the invoice number could be 001-001.
  5. Dates: Include the date when your invoice has been issued and the date when payment is due.
  6. Line Item: Add individual line items for each unique good or service you provided. For each line item, include a brief description, quantity, individual unit price, and total price.
  7. Subtotal: Add up the subtotal of your goods or services, before tax has been applied.
  8. Tax: Indicate the tax rate applied to the subtotal. This is legally required to provide on invoices, and your rate may differ depending on where you run your business.
  9. Total: Outline the total amount due from the customer, after tax.
  10. Notes: Include any additional info your customer should know, including terms of service and payment terms (for example, payments are due 30 days after the invoice has been issued).

What should be included on an invoice for software developers

Make your invoices as professional and effective as the software you develop. Follow these steps and you are on your way to being paid on time!

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  • Look through the variety of specialized software development templates we offer in elegant designs and colors
  • Download the template you like in your preferred format – Word, Excel, PDF, Google Docs, or Google Sheets. It’s fast and it’s free!
  • Add in your business name, phone number, email address, and other contact information. If you specialize in software development for a particular industry, add that in here as well
  • Apply your logo, website address, and other great software graphics
  • Insert your client’s name and up-to-date contact information
  • Generate a unique invoice number and add it in
  • Insert the invoice date and the payment due date
  • List all the services you provided, such as designing, programming, documenting, and testing, along with descriptions and the cost for each
  • Customize the format by adding lines to include any special features you supplied, such as security and bug fixing
  • If you are including a special discount, add a line explaining the reason for the discount so your client knows you are giving them extra value
  • Calculate the total price of the project, including applicable tax, and insert the total at the bottom
  • Include payment terms, including payment methods you accept
  • If appropriate, add a personal line at the end. Say “Thank you for the business,” or include a note about how much you enjoyed working with the client. It could help you secure repeat business!
  • Save a copy – and send the invoice

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When is the right time to send an invoice to your software development clients?

Depending on the scope of your software development work, you could invoice on completion if it’s a smaller project, or request partial or even full payment up front if it’s a long, time-consuming assignment. This isn’t unreasonable, as you are running your own business and need to keep the revenue flowing in while you are working for the client.

One option is to ask for a percentage of the estimated cost up front, with the remainder on completion – or you can offer to send in monthly invoices. Whatever payment cadence you choose, make sure to reflect that on each invoice, and clarify what portion of the final “cost” has been paid to date.

Illustration of hourglass timer

Handy invoicing tips for software developers

Personalize your invoices

Keep a numbered record

Include a ‘payment due’ date

Include up-to-date contact information

Accept a variety of payment methods

Free Invoice Template vs. Wave Invoicing Software

Free Invoice Template
Send unlimited invoices and see when clients open them
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Invoice anytime & accept payments online
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Send automated late payment reminders
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Know customers automatically get a receipt when they pay
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Track sales and sales tax for accounting
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Add business partners or accountants as collaborators
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Connect your bank account easily
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Access accountant-approved reporting for year-end
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