Invoicing for Web Designers
Web designer invoicing for builds, milestones, and maintenance. Bill design work clearly, separate pass-through costs, and get paid per phase.
Web design and development projects are long, multi-phase, and full of pass-through costs. Invoala keeps every phase billable and every line understandable.
Milestone billing for long projects
A website build can run for months. Instead of one giant invoice at the end, bill per phase — discovery, design, build, launch. Your cash flow stays healthy and the client only ever approves a manageable amount.
Deliverables as line items
Designers sell deliverables, not vague 'work'. List wireframes, screen designs, or custom features as lines with their own price. When the scope is visible, revisions and additions become new lines instead of arguments.
Pass-through costs, clearly labeled
Hosting, domains, and licenses you pay on the client's behalf belong on their own line — labeled pass-through, with receipts where helpful. It keeps your profit visible and the client's trust intact.
Maintenance retainers after launch
Post-launch care is natural retainer territory: a fixed monthly amount for updates and support. A recurring monthly invoice is easier for the client to budget than surprise bills.
A typical invoice for this business
- Phase 1 — wireframes & discovery1 × $800.00 = $800.00
- UI design — 10 screens10 × $90.00 = $900.00
- Hosting & domain — annual (pass-through)1 × $130.00 = $130.00
Common challenges
- Cash flow gaps between long project phases
- Clients treating revisions as unlimited
- Hosting bills buried inside the final invoice
Checklist for getting paid
- Take a deposit before starting
- Invoice each milestone as it completes
- Define revision rounds in writing
- Label pass-through costs clearly
- Offer a maintenance retainer at launch
Frequently asked questions
What percentage should my deposit be?
20–50% is common for design work. It covers your first phase of effort and filters out clients who aren't serious.
How do I stop unlimited revisions?
Agree a revision allowance (e.g., two rounds) in writing before starting, and invoice anything beyond it as a new line item.
Can I mix fixed phases and hourly work?
Yes — quote fixed phases and add hourly lines (e.g., 'extra development — 6 hours') when the work falls outside the agreed scope.
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