Software Developer Invoice Template
A software developer invoice bills hr, lists labour, services and fees on separate lines and states the terms (Net 30). This template is pre-filled for two-week sprint building a CSV import service and a reporting API for a logistics company's internal shipment system: 8 lines totalling $8,845.00 before tax. Edit it and download the PDF.
Pre-filled for a software developer: two-week sprint building a csv import service and a reporting api for a logistics company's internal shipment system. Example prices: replace them with your own.
From
Fox Hollow Software Development
331 Market Street
Salem, MA 01970
billing@example.com
(512) 555-0131
Invoice
Bill to
Avery Lindqvist
9 Willow Court
Franklin, TN 37064
client@example.com
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Sprint planning and backlog refinement | 4 hr | $120.00 | $480.00 |
| CSV import serviceParser, validation rules, per-row error report | 26 hr | $120.00 | $3,120.00 |
| Reporting API endpointsShipment volume, delay and cost summaries | 22 hr | $120.00 | $2,640.00 |
| Unit and integration testsMalformed files, duplicate rows, time zones | 10 hr | $120.00 | $1,200.00 |
| Code review and pairing with in-house team | 4 hr | $120.00 | $480.00 |
| Cloud compute for load testingBilled at cost from the provider invoice | 1 month | $85.00 | $85.00 |
| Deployment and handover notesRelease to the client's cloud, runbook for the ops team | 1 project | $480.00 | $480.00 |
| Out-of-hours production incidentSaturday call-out at 1.5x rate | 2 hr | $180.00 | $360.00 |
- Subtotal
- $8,845.00
- Balance due
- $8,845.00
Notes
Thank you for choosing Fox Hollow Software Development. Terms: Net 30.
Payment details
Bank transfer or card. Please quote the invoice number.
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Software Developer invoice at a glance
| Typical job | Two-week sprint building a CSV import service and a reporting API for a logistics company's internal shipment system |
|---|---|
| Main billing unit | hr |
| Usual payment terms | Net 30 |
| Deposit practice | On ongoing engagements a monthly retainer is usually invoiced in advance, while sprint hours beyond it are billed in arrears. |
| Sample lines | 8 lines, $8,845.00 before tax |
| Largest line | CSV import service: $3,120.00 (35%) |
| Labour hours billed | 68 h, $8,280.00 |
| Trade-specific fields | Client PO or contract no., Sprint or milestone, Billing period, Project code, Time-tracking export ref |
Sample software developer invoice line items
Two-week sprint building a CSV import service and a reporting API for a logistics company's internal shipment system: 8 lines adding up to $8,845.00, split into labour $8,280.00 (94%), services $480.00 (5%) and fees $85.00 (1%).
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Sprint planning and backlog refinement | 4 hr | $120.00 | $480.00 |
| CSV import service (Parser, validation rules, per-row error report) | 26 hr | $120.00 | $3,120.00 |
| Reporting API endpoints (Shipment volume, delay and cost summaries) | 22 hr | $120.00 | $2,640.00 |
| Unit and integration tests (Malformed files, duplicate rows, time zones) | 10 hr | $120.00 | $1,200.00 |
| Code review and pairing with in-house team | 4 hr | $120.00 | $480.00 |
| Cloud compute for load testing (Billed at cost from the provider invoice) | 1 month | $85.00 | $85.00 |
| Deployment and handover notes (Release to the client's cloud, runbook for the ops team) | 1 project | $480.00 | $480.00 |
| Out-of-hours production incident (Saturday call-out at 1.5x rate) | 2 hr | $180.00 | $360.00 |
| Subtotal | $8,845.00 | ||
| Total before tax | $8,845.00 |
What a software developer invoice should include
- Your software development business name, address, phone and email, plus a tax ID if you are registered
- The customer's name and billing address (Avery Lindqvist in the sample)
- A unique invoice number (INV-5505) and the issue date
- Payment terms and a due date: Net 30
- Client PO or contract no.: for example PO-7363
- Sprint or milestone: for example See notes
- Billing period: for example 26 November 2026
- Project code: for example Two-week sprint building a CSV import service and a reporting API for a logistics company's internal shipment system
- Line items in hr or per item, each with quantity, rate and amount
- How to pay you: bank details, card link or cheque payee
How software developers bill
Independent software developers mostly bill time and materials by the hour or day, with monthly retainers for maintenance and occasional fixed bids for well-specified modules.
Software developers commonly use "Net 30", so payment is due 30 days after the invoice date. On ongoing engagements a monthly retainer is usually invoiced in advance, while sprint hours beyond it are billed in arrears.
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Software Developers $63.98 (employees, not contractor rates). The sample's $120.00 per hour for "Sprint planning and backlog refinement" is 1.9 times that employee figure; a business rate also has to cover insurance, tools, travel, unbilled admin time and profit.
Software Developer invoicing tips
- Larger companies often pay only against a purchase order, so put the PO number and the sprint or milestone it covers in the header or accounts payable will send the invoice back.
- Bill out-of-hours incident work at its premium rate on a separate line with the date and incident reference, so routine sprint hours are not questioned when the premium appears.
- Attach a time-tracking export grouped by feature rather than by day; a reviewer approves 26 hours on an import service far more readily than 26 unlabelled hours.
- If the contract assigns intellectual property on payment, name that clause on the invoice, because the person approving payment is rarely the person who signed the contract.
Software Developer billing disputes to head off
- Cloud and API costs run under your own account can go unrecovered for months; bill them monthly at cost with the provider's invoice attached.
- Hours get disputed after a missed deadline; logging blocked time, such as waiting for credentials or test data, as its own line explains where the days went.
Work a software developer can bill for
Core tasks of Software Developers (O*NET 15-1252.00, O*NET 29.x task statements, CC BY 4.0). Each can become a line on the invoice.
- Analyze information to determine, recommend, and plan installation of a new system or modification of an existing system.
- Analyze user needs and software requirements to determine feasibility of design within time and cost constraints.
- Confer with data processing or project managers to obtain information on limitations or capabilities for data processing projects.
- Confer with systems analysts, engineers, programmers and others to design systems and to obtain information on project limitations and capabilities, performance requirements and interfaces.
- Consult with customers or other departments on project status, proposals, or technical issues, such as software system design or maintenance.
- Design, develop and modify software systems, using scientific analysis and mathematical models to predict and measure outcomes and consequences of design.
How to make a software developer invoice
-
Add both parties
Enter Fox Hollow Software Development (your business) and the customer, Avery Lindqvist, then client po or contract no..
-
Number and terms
Give it a unique number such as INV-5505 and set the terms to Net 30.
-
List the work
One line per item: the sample runs from "Sprint planning and backlog refinement" (4 hr) to "Out-of-hours production incident" (2 hr).
-
Check the total
The 8 lines come to $8,845.00; add sales tax only if your state taxes software development work.
-
Download and send
Download the PDF or print it, then keep a copy with the software development work records.
Frequently asked questions
How do I make a software developer invoice?
Add your software development business details, the customer, client po or contract no., sprint or milestone, billing period and project code, then one line per item with quantity and rate. The template above is pre-filled with 8 lines for two-week sprint building a CSV import service and a reporting API for a logistics company's internal shipment system totalling $8,845.00; change the prices and download the PDF.
How do software developers charge?
Mostly hr. Independent software developers mostly bill time and materials by the hour or day, with monthly retainers for maintenance and occasional fixed bids for well-specified modules.
When should a software developer invoice be paid?
Net 30 is the usual arrangement. On ongoing engagements a monthly retainer is usually invoiced in advance, while sprint hours beyond it are billed in arrears. Put the terms and the due date on the invoice so there is no doubt.
How much do software developers earn per hour?
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Software Developers $63.98 (employees, not contractor rates). Self-employed rates are usually higher because they cover overhead and unbilled time.