Web Design Invoice Template - Australia

You must charge GST on web design and development services if your turnover exceeds the $75,000 GST registration threshold. This includes design work, coding, hosting setup, and maintenance. However, GST treatment can vary for certain services—for example, digital training or consulting may have different rules. Always register for GST before invoicing and clearly show the GST amount on each invoice separately from your base fees. If you're unsure whether a specific service is GST-taxable, consult the ATO or your accountant.

Itemizing services provides greater clarity for clients and demonstrates the value breakdown of your work. Rather than charging one lump sum, list website design, development, logo design, mobile optimization, and CMS integration as separate line items. This approach helps clients understand what they're paying for, makes scope tracking easier, and simplifies adjustments if they want to remove or modify specific components. Bundling works only if the project is genuinely simple; most web design projects benefit from transparent itemization that matches your original proposal.

Industry-standard practice is a 50% deposit upon agreement, with the remaining balance due upon completion or delivery. For larger projects exceeding $5,000, consider milestone-based payments aligned with project phases—for example, 50% upfront, 25% at design approval, and 25% upon launch. Net 7 or Net 14 terms (payment due within 7–14 days) are common, though you can request payment on invoice for smaller projects. Whatever terms you choose, state them clearly on every invoice and follow up promptly on overdue payments to maintain cash flow.

If you're invoicing non-Australian residents for services delivered overseas, GST does not apply under the reverse-charge mechanism for international services. Include your Australian Business Number (ABN) on the invoice, but clearly state "GST not applicable—supply to non-resident." Specify your invoice currency (AUD) and either let clients pay in AUD or provide a USD/EUR equivalent for convenience. Document that the service was supplied to an overseas recipient, as this protects your GST position. International clients should receive the same professional invoice format as domestic clients, including payment terms and banking details.

Break your project into distinct phases—discovery, design, development, testing, and launch—and create separate invoices for each phase or milestone. This approach provides clients with regular touchpoints, improves cash flow, and makes scope management clearer. For example, invoice for design work upon completion, then development in the next invoice, followed by a launch invoice. Each invoice should reference the project name or a project code and clearly describe which phase it covers. This structure also protects you if a project stalls or a client wants to pause mid-development.

Your initial proposal and invoice should define the number of included revision rounds—typically two to three rounds are standard. Beyond that, charge for additional revisions at your hourly rate or as a fixed fee per revision round. For out-of-scope requests (features not in the original agreement), do not add them to the existing invoice. Instead, create a separate change order or additional invoice before starting the work, outlining the scope and cost. Document all scope requests in writing and get client approval before invoicing. This prevents disputes and keeps your project profitable.

Every Australian invoice must include your business name, Australian Business Number (ABN), business address, invoice date, and a unique invoice number. Include the client's name and address, itemized description of services, quantities, unit rates, GST (if applicable), and total amount due. Payment terms and banking details must also appear. If you're registered for GST, show the GST amount separately and include a statement like "ABN XX XXX XXX XXX." The invoice should be dated when issued, not backdated or postdated. Keep copies of all invoices for six years as required by Australian tax law.

Retainer invoices should clearly specify the monthly or annual fee and list what's included—for example, "Up to 5 hours of maintenance and updates, security monitoring, and bug fixes." Send retainer invoices on the same date each month so clients expect them and can budget accordingly. If a client uses additional hours beyond the retainer, create a supplementary invoice for the overage. For retainers, consider offering a slight discount compared to hourly rates to incentivize commitment. Specify whether unused hours roll over or expire each month, and document this in your service agreement to avoid misunderstandings.