Web Designer Invoice Template for Canada

Web design invoices should follow the project structure clients approved: discovery, design, build, content migration, testing, launch, and support. They also need to separate deposits, milestone fees, extra revisions, third-party licences, hosting, and recurring maintenance so ownership and ongoing costs remain clear.

This template is for independent designers and small studios billing Canadian clients. It works for fixed projects, hourly additions, and monthly retainers without turning the invoice into a design case study.

Example milestone invoice

Reference the proposal and acceptance: “Milestone 2 under proposal WD-118, approved June 2, 2026.”

Project details to include

• Client legal name and project contact.
• Website or project name.
• Proposal, statement-of-work, and change-order references.
• Invoice number, date, due date, and currency.
• Milestone or service period.
• Agreed deliverables and revision allowance.
• Third-party costs and who owns each account.
• Deposit, previous invoice, or retainer credit.
• Taxes and registration number.
• Payment method and launch dependencies.

Do not include client passwords, API keys, private staging links, or domain transfer codes on the invoice.

Deposits and milestones

A common structure is a booking deposit followed by design, development, and launch milestones. The percentages should match the contract and the invoice should state the event that triggered billing.

Avoid “50% website” as the only line. “Design direction and desktop/mobile homepage approved — milestone 2” tells the client what has been achieved.

Use Deposit Invoice Guide Canada | Just Invoice for the initial payment and Quote Template Canada | Scope, Taxes & PDF Invoice Follow-Up | Just Invoice for the pre-project document.

Revisions and change requests

Bill additional work only when it falls outside the included revision rounds and the client approved the cost. Reference the request and approval date.

Example: “Additional multilingual event template outside SOW, approved by J. Roy July 8 — $480.”

Do not use vague penalty language for feedback delays. If a delay changes the schedule or restart cost, rely on the contract and communicate before invoicing.

Licences, domains, and hosting

Show whether a theme, font, stock asset, plugin, domain, or hosting plan is purchased by the client, reimbursed to you, or included in a maintenance package. State the covered period for recurring services. The invoice should not imply transfer of a licence that legally remains with your studio or another vendor.

Retainers and maintenance

Monthly support lines should identify the month, included capacity, and nature of service:

Website care plan — July 2026, updates, backups, uptime review, up to 2 support hours | $295.00

Track out-of-plan work separately. If unused hours do not roll over, that belongs in the agreement, not as a surprise note after the month ends.

Canadian taxes

Web-design and development services are commonly taxable, subject to registration and place-of-supply rules. A Quebec designer serving a Quebec client generally considers GST/QST, while other provinces may use GST or HST. Cross-border clients and electronically supplied services can need additional analysis.

Use How to Calculate GST on a Canadian Invoice (2026) for general math and confirm your transaction with the appropriate authority.

Handoff and payment

Payment terms can connect final payment with the agreed handoff, but do not hold client-owned assets contrary to the contract. State what occurs after payment: production deployment, transfer documentation, training, or warranty period.

Create the PDF in invoice generator and keep it with the signed scope, approvals, licence receipts, and payment. Service Invoice Template Canada: Hours, Fees and GST/HST covers broader professional-service billing.

Should I invoice the whole website upfront?

R: Use the deposit and milestone schedule agreed in the contract; large projects are usually clearer in stages.

Are hosting fees part of design fees?

R: Only if the agreement says so. Separate recurring third-party or care-plan costs clearly.

Should extra revisions appear separately?

R: Yes, with the approved request, date, and amount.