Subscription invoice template
Subscription invoice template for plans billed per seat or per month: the plan, the period, seats added pro rata, add-ons and the next renewal date.
Templates by industry
- Team plan, 12 seats, one month
- Seats added mid-period, pro rata
- Storage add-on, 100 GB
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Team plan, 12 seats, one month" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Storage add-on, 100 GB". Deliver the agreed test results and configuration notes, and assign owners for outstanding items.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
A subscription invoice repeats every period, so the details that change are the ones the customer reads: how many seats, which add-ons, and what happened when a seat was added halfway through the month. This template puts the plan and period on the first line, mid-period changes on their own pro-rata line with the dates, and add-ons below. Software houses and data providers use it when a payment platform’s receipt is not enough for the customer’s books.
Fields to prepare
- Deliverables and line items
- Team plan, 12 seats, one month, Seats added mid-period, pro rata, Storage add-on, 100 GB: record the quantities actually supplied and the service period.
- Team plan, 12 seats, one month
- Write the plan name and the exact period, for example the 1st to the 30th, so a renewal and a new contract cannot be confused.
- Seats added mid-period, pro rata
- Give the date the seats were added and the days charged; a pro-rata line without dates generates support tickets.
- Storage add-on, 100 GB
- Bill an add-on only from the date it was switched on, and say whether it renews with the plan.
- Environment and dependencies
- Record target systems, integration counts, data volume and who supplies test access.
- Acceptance and support
- Set acceptance scenarios, the review window, support duration after handover and excluded work.
- Scope to agree
- Show the plan, the billing period and the number of seats, work out mid-period changes pro rata with their dates, and give the renewal date.
Before sending
- Does “Team plan, 12 seats, one month” show the quantity actually supplied, not the quantity first quoted?
- Is “Seats added mid-period, pro rata” charged at the rate the customer agreed to, with any change approved?
- Is “Storage add-on, 100 GB” finished and accepted, or does it belong on a later invoice?
Show 3 more
- Separate third-party service charges from implementation fees.
- Agree who handles the production transition and what recovery work is included if it fails.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Team plan, 12 seats, one month | 12 × $18.00 | $216.00 |
| Seats added mid-period, pro rata | 3 × $9.00 | $27.00 |
| Storage add-on, 100 GB | 1 × $25.00 | $25.00 |
| Subtotal | $268.00 | |
| Sales tax (8%) | $21.44 | |
| Total | $289.44 | |
Net amount $268.00, sales tax $21.44, total payable $289.44.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
How do I bill a customer who downgrades mid-period?
Most services apply a downgrade at the next renewal and bill the current period unchanged. If you refund the difference instead, issue a credit note against this invoice so both records agree.
Which tax applies when I sell subscriptions to customers abroad?
For digital services sold to consumers, many countries tax at the customer’s location, sometimes through a registration there; sales to businesses abroad may fall under a reverse charge. Check with your adviser before your first foreign customer.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $21.44 on a net amount of $268.00, for a total of $289.44. The editor recalculates all three when you change a quantity, a price or the country.
Is this template free?
Yes. You can fill in this template and print it or save it as a PDF without an account, and there is no payment step and no watermark on the document. Saving it to your account and downloading Excel or Word files need a free account.
Can I download it as Excel, Word or PDF?
Yes. A PDF needs no account: fill in the template and use Print / PDF. The Excel and Word files download from this page with a free account, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total.
Read next
Reading for the Subscription invoice template: How to write an invoice: a step-by-step example and Invoice numbering: sequences and corrections. The VAT and GST calculator works out the tax line for you.