Free Software Invoice Template
Software billing is rarely one number: a single project can span fixed-bid milestones, sprint work billed by the hour, license seats, and a monthly support retainer. A software invoice earns fast payment by making each of those legible — one line per thing, with the scope or period it covers.
This free software invoice template works for development agencies, freelance developers, consultants, and SaaS vendors alike. Bill sprints and milestones as line items, enter hours as quantities for time-and-materials work, and list licenses per seat with the subscription period — then download a clean PDF your client's finance team can approve without questions.
What to include on a software invoice
- ✓ Your company name, email, and website
- ✓ The client's billing contact — and their PO number, if their finance team issues one
- ✓ A unique invoice number, issue date, and due date
- ✓ One line item per sprint, milestone, or deliverable
- ✓ Hours as quantities for time-and-materials work
- ✓ License or subscription lines with seat count and the period covered
- ✓ Tax where applicable — software and SaaS taxability varies by region
- ✓ Payment terms and method — corporate clients often expect Net 30
Free invoice generator — no sign-up, download as PDF
Example line items
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Feature development — Sprint 12 | 1 | $3,200.00 | $3,200.00 |
| API integration (hours) | 8 | $140.00 | $1,120.00 |
| Support & maintenance — monthly | 1 | $400.00 | $400.00 |
| Total | $4,720.00 | ||
Reference the SOW or PO number
Enterprise accounts-payable teams match invoices against purchase orders before anyone approves payment. Putting the PO or statement-of-work reference on the invoice is the difference between Net 30 and net whenever.
Bill sprints, not vague development
"Feature development — Sprint 12: checkout flow" tells the client exactly what they're paying for; "Development — 80 hours" invites an audit. Name the milestone or sprint on every line.
Put the license period on the line item
"Pro plan — 10 seats, Jul 1–31" prevents the two classic disputes: double-billing claims at renewal and seat-count surprises. When the subscription renews, the next invoice's period picks up where this one ended.
Frequently asked questions
How do I invoice for software development work?
Bill fixed-bid work as one line per milestone or sprint, and time-and-materials work with hours as the quantity and your rate as the price. This template supports both on the same invoice, with tax and discounts calculated automatically.
How do I bill for software licenses or subscriptions?
Add a line item with the seat count as the quantity, the per-seat price, and the period covered in the description ("Pro plan — 10 seats, Jul 1–31"). For annual plans, one line with the full period keeps renewals unambiguous.
Is software or SaaS taxable?
It varies widely — some states and countries tax SaaS and downloaded software, others don't, and the rules change. Check your local requirements or ask an accountant, then add the correct rate with one click in the generator.
Is this software invoice template free?
Yes — customize it, add your logo, and download the PDF with no account required. If you also invoice from your phone, the free Easy Invoice app handles clients, reminders, and card payments.
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