Web hosting invoice template
Web hosting invoice template for agencies: hosting months, domain renewal, SSL certificate and mailboxes, each with its service period and domain name.
Templates by industry
- Managed hosting plan, per month
- Domain renewal, one year
- SSL certificate with installation
- Email mailbox, per mailbox per year
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Managed hosting plan, per month" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Email mailbox, per mailbox per year". 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.
Agencies that build websites often keep the hosting, the domain and the mailboxes under their own accounts and bill them to the client once a year. That invoice is easy to get wrong, because each item has its own renewal date and some are passed through from a registrar. This template puts every service on its own line with the period it covers, so the client can see what renews when and what a move to another provider would involve.
Fields to prepare
- Deliverables and line items
- Managed hosting plan, per month, Domain renewal, one year, SSL certificate with installation, Email mailbox, per mailbox per year: record the quantities actually supplied and the service period.
- Managed hosting plan, per month
- Enter the number of months and the dates they cover; a plan billed a year ahead should say so.
- Domain renewal, one year
- Name the domain and its new expiry date, as the client will need both if they ever transfer it.
- SSL certificate with installation
- Say whether the certificate is a paid one or a free one you installed, so the price reflects the work involved.
- Email mailbox, per mailbox per year
- List the mailboxes by address and bill only those active on the invoice date.
- 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
- Give the service period of every line, name the domain each renewal belongs to, and show whether a charge renews automatically or ends.
Before sending
- Does “Managed hosting plan, per month” show the quantity actually supplied, not the quantity first quoted?
- Is “Domain renewal, one year” charged at the rate the customer agreed to, with any change approved?
- Is “SSL certificate with installation” finished and accepted, or does it belong on a later invoice?
Show 4 more
- Does “Email mailbox, per mailbox per year” show the quantity actually supplied, not the quantity first quoted?
- 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: 4 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Managed hosting plan, per month | 12 × $25.00 | $300.00 |
| Domain renewal, one year | 1 × $18.00 | $18.00 |
| SSL certificate with installation | 1 × $60.00 | $60.00 |
| Email mailbox, per mailbox per year | 5 × $24.00 | $120.00 |
| Subtotal | $498.00 | |
| Sales tax (8%) | $39.84 | |
| Total | $537.84 | |
Net amount $498.00, sales tax $39.84, total payable $537.84.
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
The client wants to move to another host mid-year. Do I refund the unused months?
That depends on what you agreed. If prepaid months are refundable, issue a credit note for them; if not, say in the notes that the service runs until the end of the paid period.
Should I add a margin to the registrar's domain price?
You may, if your agreement allows it, but bill one clear price per domain. Clients compare renewals with public prices, so mention any management work the price includes.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $39.84 on a net amount of $498.00, for a total of $537.84. The editor recalculates all three when you change a quantity, a price or the country.
Can I use it in another language or currency?
Yes. The document language can be set to any of 33 languages, and changing the country setting updates the currency, the date format and the tax rate.
Can I change the layout and colour?
Yes. The editor offers other layouts and a document colour for the printed page. Changing them moves no figure: the lines and totals stay as they are, and the PDF, Word and Excel files follow the layout you pick.
Read next
Reading for the Web hosting invoice template: How to write an invoice: a step-by-step example and Invoice payment terms: Net 15, Net 30, due dates. The VAT and GST calculator works out the tax line for you.