You have just delivered a applicationa critical feature, or an urgent fix on a website…and yet, the payment is delayed. In the development of the software solutionsThis often happens for a simple reason: a bill not clear enough (or not “accountant-friendly” enough).
The goal here is to give you a concrete method for generate invoices clean, quick to validate, and easy to track, whether you are ., in an agency, or in a evolve development. You leave with a invoice template customizable (Word, Excel, Google Sheets, Google Docs, PDF invoice) and a checklist that avoids 90% of returns.
With a tool like Djaboo, you can send invoices, track payments, and receive alerts for pending invoices, without multiplying spreadsheets.
With Djaboo, you can create professional electronic invoices in just a few clicks. All the required information is automatically added based on your business 😎
With Djaboo, you can create professional electronic invoices in just a few clicks. All the required information is automatically added based on your business 😎
In development, you don't charge for "an off-the-shelf product." You often charge for a combination of:
If everything is put together on a single line labeled "Development", you expose yourself to two problems:
The right approach: a legible invoice, with a line by post (or by batch), and consistent dates.
A good model (regardless of the tool) should allow you to quickly add the essential elements, without any tinkering.
The idea is not to make a novel out of it: it's to make the invoice obvious to approve.
You can start with the format that allows you to work the fastest, then export to the correct format for sending.
Perfect if you bill by the hour (hours/days) or if you have many positions. Automatic calculations reduce theerreurIt's also handy if you want to keep a given own (tracking, history, cash flow).
The same logic as Excel, with the added benefit of sharing and versioning. Very useful if you work in a team or if your client asks for a reusable "template" invoice.
Ideal for a visually clean invoice (layout, logo, sections). Practical if you mostly use flat rates and minimal calculations.
It's the safest format for sending: stable, printable, and archivable. Simply put: you prepare it in Word/Excel/Sheets, and you send it in PDF invoice.
An invoice isn't just "for getting paid". It's a document for proof, tracking, and management.
It helps you to:
And from the customer's perspective, it serves to:
There is no single rule, but there are good practices.
Classic flat-rate model: you deliver, you invoice. Simple.
Very common on a long project: scoping, MVP, v1, production deployment, iterations. Advantage: more regular cash flow, less risk.
Perfect for maintenance, support, SaaS, or providing a resource (development support). You bill for a period, with a clear line.
If you're setting aside time, a deposit is often essential. You invoice a deposit, then a final invoice for the remaining balance.
Here is a simple method that you can repeat without thinking:
Tip: Keep a "master" version for create a template stable, then make a copy for each invoice.
In development, a successful invoice is one where each line corresponds to something concrete.
Here is an example of a structure:
You can also add a "Project Management" line if it's actually planned and agreed upon. The important thing is the Description : short, precise, without jargon.
Without a clear invoice, you risk being paid late (even if the customer is satisfied). Here are some very simple tips.
With a number, you can track everything effortlessly. And the customer can easily find the right part.
Don't leave it to the accountant to guess. A clear deadline = less ambiguity.
It seems obvious, but it's a classic: outdated email, missing address, etc.
If possible: bank transfer, possibly card depending on your organization. The less friction there is, the faster it goes through.
A vague invoice raises questions. A detailed invoice is more easily accepted.
Even minimal tracking (sent / pending / paid) prevents you from losing track.
This point is often underestimated. The invoice also serves to prove that a transaction took place, over a given period, for a given amount.
In case of non-payment, this is a key document. And from an organizational standpoint, it helps you keep track of:
In short, it's a management tool, not just a piece of paper.
It depends on your situation (status, country, type of client). In France, most consultants/developers invoice without the "classic" withholding tax in B2B, but there are special cases (foreign clients, specific situations, etc.).
The right reflex:
The goal is to be clear and concise without turning your invoice into a legal document.
You don't need just one type of invoice. You need the right type for the task.
For a one-off project: a deliverable, an invoice.
For maintenance, support, hosting, or a subscription. This is the best format for anything that comes back monthly.
When you block out time, it's often essential. The deposit secures your schedule.
If you work by the hour, clearly indicate: number of hours, hourly rate, and period.
For a long project: you bill at each milestone. It's healthy for you and more "digestible" for the client.
The closing invoice (often a balance).
Less common in development, but useful if you're making an adjustment (discount, refund, supplement). Keep them for cases where you need to correct an amount.
If you bill infrequently, one template is sufficient. If you bill frequently, the online invoices can save you a lot of time, especially for:
In all cases, your goal is the same: to produce a clear document that triggers payment quickly.
No. Describe the service (modules, features, packages) rather than the technical details of the code.
Excel/Sheets is more reliable for calculations. Word/Docs is better for formatting. And PDF is perfect for sending.
A recurring monthly bill, including the period, the service included, and the amount.
When it's paid for, you can provide a received if the customer requests it. Otherwise, the "paid" invoice + proof of payment is usually sufficient.
A detailed invoice, a clear number, a visible due date, sent to the correct contact. And a simple reminder if necessary.
In software development, a clear invoice is almost as valuable as a good deliverable: it avoids friction and ensures you get paid on time. With a well-structured template (Excel/Sheets/Docs) and PDF delivery, you can secure your invoicing, track progress, and manage your cash flow.
