Invoice template for developers
Clients can't review your commits, but they do review your invoice. Describe outcomes in plain words and the approval goes faster, whether you bill by the hour, sprint or milestone.
What to include on a developer invoice
- Your business name, address and contact email, plus your VAT or tax number if you have one
- Your client's name and address
- A unique invoice number and the issue date
- A due date, so "when do I pay?" has one answer
- The billing period, sprint or milestone each line covers
- Hours and rate for time-based work, or the fixed price for a milestone
- What was delivered, in words the client understands
- Pass-through costs (hosting, licences, APIs) on their own lines
- The client's PO or project reference
- Subtotal, any tax (rate and amount shown separately) and the total due, with the currency clear
Example line items for a developer
| Description | Qty | Unit price | Amount | |
|---|---|---|---|---|
| Sprint 14: checkout and order emails (hours)32 × $95.00 | $3,040.00 | |||
| Milestone 2: customer dashboard (fixed price)1 × $2,400.00 | $2,400.00 | |||
| Hosting, October (pass-through)1 × $48.00 | $48.00 | |||
| Total | Total | $5,488.00 | ||
Example figures before tax. Use your own rates.
Tips for developer invoices
- Write "Checkout: card form and order emails", not "fix bugs in PR #482".
- Keep hosting and licence costs separate from your own time.
- If you bill a client abroad, check whether you charge VAT: within the EU, a business client with a VAT number is often reverse charge.
Try it on your next invoice
There's nothing to download. Open the invoice creator, paste your notes or fill in the form, and check the result.
Questions
Can I turn a time log into an invoice?
Yes. Paste your time notes or a timesheet PDF into TheInvoiceAI and the AI drafts the lines. You check everything before anything is sent.
Do I need to list every task?
Usually not. A line per sprint or milestone with a short summary is easier to approve. Some clients ask for a timesheet: you can attach the detail in your message or notes.
How do I bill clients in other countries?
Choose the client's currency and language on the invoice (22 currencies, 10 languages). For EU and UK clients, TheInvoiceAI adds the VAT wording that fits, based on the countries and VAT numbers you enter. Check the tax rate yourself: you stay responsible for it.
How do my clients pay me?
They pay you directly, using the payment details on your invoice. Pay links from your own Stripe account are coming soon. TheInvoiceAI is invoicing software, not a payment service: we never hold, process or transmit your money, and we take no fee.
General guidance, not tax or legal advice. Rules change, so check what applies to you.