Copy the example and replace the project details
The example below bills one completed scope: a planning session, four page layouts and a handover session. The arithmetic is USD $240 + $700 + $110 = $1,050. Tax is shown as an example-only zero amount; confirm the rate and information your own invoice needs before issuing it.
For the PDF, enter your details in a PDF viewer, save a copy, and reopen it to check your entries. The form does not calculate totals, send email or collect payment.
INVOICE [INV-001] From: [Business name and contact details] Bill to: [Client business and billing contact] Project: [Website project name] Issued: [Date] Payment due: [Agreed date] Currency: USD Website planning session — 1 × $240.00 = $240.00 Page layouts: Home, About, Services, Contact — 4 × $175.00 = $700.00 Website handover session — 1 × $110.00 = $110.00 Subtotal: $1,050.00 Tax: $0.00 [illustrative; replace as applicable] Total due: $1,050.00 [recalculate if tax changes] Scope reference: [Approved estimate number and agreed changes] Included handover: [Files, access and instructions supplied] Payment method: [Agreed instructions or verified payment link] Reference to include with payment: [Invoice number] Questions: Please contact [name / email] about any invoice detail.
Describe the deliverable instead of billing for a vague website
List the pages, milestone or service the charge covers. If the job was design only, say page layouts rather than implying that development and publishing are included. If you are billing for implementation, identify that work explicitly.
For ongoing support, state the period covered and the included service. Keep optional maintenance, hosting or future changes out of a completed-project invoice unless the customer agreed to those charges.
Turn the approved estimate into the invoice
In DetailSprout, open the estimate and choose Convert to invoice. This creates a draft invoice using its client, title, line items, tax rate and notes. Review the new invoice number, due date and wording before issuing it; an estimate's review notes may need different wording on a payment request.
Use Print / PDF for a copy you can share yourself, or send the document using configured email delivery. A copy is not evidence of payment. Record an external payment after confirming receipt, or use a card payment link once your business's Stripe onboarding is complete and its account is ready.
Check deposits and changes before showing the amount due
The example assumes no deposit has been collected. If the client has already paid one, reconcile it with the final balance before issuing another charge. Converting an estimate copies its scope and prices; do not assume that conversion alone accounts for earlier payments.
Compare any added pages or revision work with the approved changes. Reference those changes in the notes so the client can understand why the final invoice differs from the first estimate.
Common mistakes to catch in the final review
Check the billing contact, due date and payment link before sharing. A clear reference helps the customer match the invoice to the project.
- Do not reuse a previous client's number, name or payment reference.
- Do not charge an optional service that was never approved.
- Do not describe a draft design as a published website.
- Do not mark an invoice paid because you sent the invoice or created a payment link.