Freelance developer invoice template
Bill sprints, milestones, hourly support and hosting pass-throughs with references your client can check against the SOW. Works for Indian clients (GST) and overseas clients (export under LUT).
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Developer / Consultancy Details
Engineering Deliverables & Sprints
Sample lines: milestone, change request, hourly support. Edit or replace them. Agree scope, revision rounds and payment dates in writing first. The usual SAC code here is 998314 (IT design & development); confirm the tax treatment for your work.
Invoice preview
On smaller screens, swipe sideways or focus the preview and use the arrow keys to see all columns. Download PDF exports the invoice below.
Three billing models, one invoice
Developer invoices fail when the client cannot match a line to what they agreed. Pick the model that matches your contract and name each line with the same reference used in the SOW, ticket tracker or proposal.
- Milestone: “Milestone 2 of 4: admin dashboard + role-based access”. Best for fixed-scope builds; bill on acceptance of each milestone.
- Hourly / time and materials: “Bug fixes and support, 1–15 Oct (timesheet attached), 14 h × ₹1,800”. Attach a timesheet export or ticket list.
- Retainer: “Maintenance retainer, October: up to 20 h, security updates, uptime monitoring”. Bill at the start of the month and say how unused hours are handled.
Sample developer invoice
| Description | Qty | Rate (₹) | Amount (₹) |
|---|---|---|---|
| Milestone 2: checkout flow + Razorpay integration (SOW §3.2) | 1 | 45,000 | 45,000 |
| Change request CR-07: GST invoice PDF export | 1 | 12,000 | 12,000 |
| Support & bug fixes, 1–15 Oct (timesheet attached) | 14 h | 1,800 | 25,200 |
| Cloud hosting, October (pass-through at cost) | 1 | 3,400 | 3,400 |
| Subtotal | 85,600 | ||
| IGST 18% (client in another state) | 15,408 | ||
| Total due | 1,01,008 | ||
Invoicing overseas clients
Most Indian freelance developers have at least one client abroad. A software export invoice needs a few extras:
- Bill in the client’s currency. If you show INR, state the exchange rate used.
- Choose Export under LUT so no IGST is added, and quote your LUT ARN for the financial year. File a fresh LUT on the GST portal each April.
- Add the client’s full overseas address and, if they ask for it, their tax or VAT number.
- Keep the FIRA/FIRC or bank advice for each payment. It is your proof of export for GST refunds and income tax.
Not registered for GST yet? Select Not GST-registered. Registration is mandatory above ₹20 lakh of aggregate turnover (₹10 lakh in Manipur, Mizoram, Nagaland and Tripura), and many developers register earlier so they can file a LUT and claim input credit on laptops and software.
Terms that save arguments
- “Payment due within 15 days. Work on the next milestone starts on receipt.”
- “Source code and repository ownership transfer on full payment.”
- “Change requests outside SOW are quoted and billed separately.”
- “Late payments attract interest at 1.5% per month.” MSME-registered (Udyam) suppliers have statutory protection for payments delayed beyond 45 days.
Small things that get you paid faster
Send the invoice the day a milestone is accepted, not at month end. Put the PO number in the invoice if the client uses one. Add a UPI payment link for Indian clients. And keep invoice numbers in one series per financial year, for example DEV/26-27/014.
Frequently asked questions
How should a developer itemise an invoice?
Bill by milestone or sprint with a reference the client recognises, for example “Milestone 2: checkout and Razorpay integration (SOW §3.2)”. For hourly work, list hours per task and attach a timesheet. Avoid a single line that only says “Development”.
What is the SAC code for software development?
Custom software, website and app development is usually SAC 998314 (IT design and development services), at 18% GST when you are registered. Ongoing hosting or maintenance may fall under 998315 or 998316. Ask your CA if you are unsure.
How do I invoice a US or UK client from India?
Bill in USD, GBP or EUR, select “Export under LUT” so no IGST is charged, and include your LUT ARN. Receive payment through a channel that issues a FIRA/FIRC (bank wire, or platforms like PayPal, Wise or Skydo) so the export is documented.
Should hosting and API costs go on my invoice?
Yes, as separate lines, so the client sees what is pass-through cost and what is your fee. Better still, have clients own their cloud accounts so the bills go to them directly.
Hourly or fixed price?
Fixed price per milestone suits well-defined builds. Hourly or a monthly retainer suits maintenance, bug fixing and open-ended work. Many developers use both on one invoice.
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