What is a HTML invoice template?
A HTML invoice template (as opposed to a quotation document) is a billing layout that organizes and contains pertinent invoicing information in an easy-to-read manner. A HTML invoice will likely contain line items associated with coding or programming.
It's standard documentation for freelancers and should include all the essential information about the services rendered, the contact information of the two parties involved in a transaction, and, of course, the terms of payment.
After choosing or creating an invoice template, it's recommended to stick with the same template for future invoices to make life easier for your accountant (and business).
Note: Sign-up for free if you need a simple, easy-to-use HTML invoice template.
HTML invoice or invoice for HTML
To understand HTML invoice templates fully, we need to break them down into two quite distinct use cases: an HTML invoice template and an invoice template for HTML freelancers.
HTML invoice template
An HTML invoice differs from a classic invoice because it contains extra elements, such as dynamic applications, images, and interactive text. An HTML invoice template is built using a Cascading Style Sheet (CSS), defining fonts, backgrounds, colors, spacing, text-align, object widths, layout, and heights.
Generally, an HTML and CSS template is on a pre-built website page with interactive images, text, and support files for font size styles. For example, some people might prefer a larger font or a different font style when navigating your website or viewing your invoice.
The end-user sends their information, forms, documents, or images directly to the business for easy viewing and immediate interactivity with an HTML and CSS template. What's more, with an HTML template, users can download the invoices in an accessible file format. That enables them to access any information they need, even offline.
HTML invoices can also contain media queries. CSS source code detects the consumer's browser screen width. It changes the layout to fit the prospective client's high-resolution device. That means the consumer can quickly view your invoice, no matter the device they're using.
Invoice template for HTML freelancers
So, what about invoices for people who sell HTML services?
Freelancers who provide HTML services for a living must send an invoice to clients to get paid. By using an invoice template, HTML freelancers can easily send high-quality invoices without much fuss.
An invoice template for HTML professionals is an easy-to-read document where clients can view details about the transaction and find the freelancer's information (or information about their company).
Bonsai is a great place to start looking for templates. The Bonsai HTML template has preset line items specific to HTML, making things even easier for coders working with a client on a HTML project. If you're an HTML service provider and want to create an invoice template, but you're not entirely sure what to include and what to leave out, read on.
The importance of invoice templates for HTML professionals
One of the biggest challenges of being a HTML freelancer is how to get paid. Getting paid on time and in full can be an issue for newer freelancers, including software engineers, coders, programmers, etc.
Many freelancers rely on gig economy platforms like Upwork to find new clients and handle their transactions. That's all good, but what happens when freelancers gain traction and want to work more independently without the constraints of the strict rules imposed by Upwork, Fiverr, or similar platforms?
Moving off freelance gig websites and invoicing independently is a natural progression for successful freelancers as it offers many benefits such as higher earnings and more flexibility.
Yet, once outside of gig economy platforms, freelancers need to invoice clients directly. This is where HTML invoice templates and end-to-end management platforms for freelancers, like Bonsai, come in, as they are a handy solution to a freelancer's payment challenges.
An HTML invoice template is a crucial transactional tool, therefore, as it's issued by the freelancer to the client, detailing the services offered, the amount owed by the client, and the payment timeline.
How to write an HTML invoice template in 6 steps
As a coder or programmer, no matter which template you choose, every invoice must contain essential information. If you're wondering what to include on an invoice, relax. Just follow the steps below to create the perfect invoice template.
Step 1: Your invoice has to look professional
Before anything, you want to put your invoice together in a professional style. You must use professional fonts and styling that represent your brand or company. The same goes for the logo and colors you're going to use, too.
Note: Bonsai allows you to white label your documents with logos and brand colours, making your business look extra professional.
To create the invoice, you can either use a word or spreadsheet processor or to keep things easy, just go straight for a premade invoice template, such as those from Bonsai. Of course, there might be sample templates on your word processor program, but, again, for the best quality, consider opting for a premade one from a reputable source.
Step 2: Mark your invoice
An important part when creating your invoice is to remember to mark it as an invoice. It may seem simple, but your clients must know it's an invoice they're receiving and deal with it accordingly.
The easiest way to do this is to add the word INVOICE at the top of the document. In fact, by doing so, your chances of getting paid on time increase because clients know that what you've sent them is a payment request.
Step 3: Add a unique invoice number
Your invoice also needs a unique identification number. This is for bookkeeping and your records, as you should aim to have the invoices you've raised organized neatly to ensure there are no duplicates.
You can use a sequence of numbers that increases over time. Alternatively, you can add letters in front of the numbers that signify a specific client (i.e., client's initials).
Step 4: Add your business information
Every invoice must include your brand's information and the details about the company or individual you're invoicing. So, remember to include the following:
- Your name and your company's name, as well as address and other contact details
- Your client's company name, address, and contact details
- Your registered operational address and registration number, plus a formally-registered name
- Your VAT or other tax numbers, too, if applicable. This is super important as it ensures you adhere to the law.
Don't forget to add the description of the products or services.
Now, product descriptions don't have to be long or complicated. Most times, the name of the product or service is more than enough to give clients an idea of what they're paying for.
After adding a clear and accurate description of each item you're selling, add the quantity of each product and, of course, the price.
Step 5: Add essential dates
Don't forget to include dates on your invoice. So, add:
- The date you created the invoice
- The date the transaction was completed, e.g. the date the work was delivered
Usually, the invoice date goes at the top of the document under your name (or company) and contact details.
Step 6: Include the costs of services purchased
There's not much to add here. Just include the sum of the costs of the individual HTML services.
In the case you've agreed to a discount, you can add this information, too, by mentioning the discount (or discount code). For example, something like "Refer a Friend Discount" is a great indication. Then, subtract the discount from the total cost.
Step 7: State payment methods
In your HTML invoice template, you must also include the available payment methods. That means you must state whether the consumer's paying cash, with a debit/credit card, through PayPal or Stripe. If the consumer will pay directly to your bank account, ensure you mention your bank details.
Step 8: Include payment due date
It is highly important to add the payment due date to your invoice. Note down if you expect to be paid within a certain timeframe, such as a number of days or months.
Some freelancers are not comfortable charging late payment fees. Yet, if you're up for it and are not afraid to demand what you own, adding late payment fees is a clever way to motivate clients to pay on time.
If you decide to charge late fees, be sure to mention your terms if the client does not pay on time, for example, if you will charge a late fee. Include the fee details in the payment terms section of your invoice. This should be easy to understand and simple. Consider adding a short sentence such as:
“I would like to thank you for your business. As a sole freelancer, please note that prompt payment is important to me. For all invoices unpaid by the due date, there is a 1.5% interest rate per month applied.”
Step 9: Personalize the invoice with a thank you note
People underestimate this one. Even though an invoice is essentially a legal document and has to be taken seriously, injecting a bit of personality can only be a good thing. A branded “thank you message” is more than enough to show that you care about your consumers and the services you offer. Plus, it helps to close the sale on a positive note.
Fundamental elements to include in the HTML invoice template
You already know the main elements to include in your HTML invoice template if you’ve followed the steps above. Yet, if you're in a hurry or you want a quick list to refer to, this section includes a convenient checklist (as well as a few extra parts worth considering).
Every HTML invoice template must show the following essential details. Here's the handy checklist:
- Professional: Your invoice must look professional and easy to read. Include your brand logo and style.
- Title: The invoice template must be clearly labeled as an INVOICE.
- Business information:
- Your name, company name, business address, and contact details.
- Your client's company name, address, and contact details.
- Your registered operational address and registration number, plus a formally-registered name.
- A description of the services provided.
- Dates: The invoice must include the issue date, completion date, and payment due date.
- Invoice number: Accountants require a unique invoice number corresponding to a specific purchase for tax purposes. To generate invoice numbers, you can use invoicing software to generate unique numbers automatically.
- Consumer information: The consumer includes the consumer name, physical address, and contact details like telephone or cellphone number, email address, and physical address.
- Company information: Company information includes the company's name, brand, telephone, physical address, email, and postal address.
- List of purchased goods: The products or services bought, the price per item, and the number of items bought. Additionally, as mentioned in the previous section, add item descriptions, so consumers know what they're paying for.
- Total amount due: The total amount due is the sum of all the products.
- Tax numbers: Value added tax (VAT) or other required tax numbers are mandatory to legalize the transaction.
- Terms of payment: The invoice template must show information regarding payment terms.
- Late payment fees: The invoice template may include the business's conditions for late payments.
- Thank you note: Add a bit of personality and include a simple, polite thank you.
The details must be correct on each invoice you create when managing your payments. By doing this, you keep your records up to date, and you help your client with their record-keeping.
Creating an HTML invoice template is simple with Bonsai
When using Bonsai to handle your invoicing, you're guaranteed to get value for your money and time. Sure, as a freelancer who does HTML for a living, you're more than capable of creating an invoice template on your own.
But, with Bonsai, you don't have to do that. You can just download an invoice template for free and adjust it to your preferred format. Plus, there's no coding involved, either. Signing up for a dedicated solution is nearly always better and far less time-consuming.
A great-looking invoice template provides consistency, as it helps you make multiple invoices quickly for various clients. Your clients will get to know your brand and what to expect from your invoices. You will get paid faster, as a high-quality template allows you to send invoices at a higher rate.
Hence, we recommend you use an all-in-one freelancing tool, like the Bonsai app, for professional-looking invoices that are easy to use. On top of that, with Bonsai, you can even use reminder emails to consumers, so you're never paid late.
Bonsai's invoicing system is exceptional, as it offers:
- Fast, automated workflow
- Notifications when clients view or pay your invoices
- Automatic reminders for clients
- Partial payments to get paid for the part of work you just completed
- Late fees are set up to charge clients automatically for overdue invoices
Bonsai protects the most important thing for freelancers: time. And, it makes your invoicing organized and effective, as well. What's not to like about it?
HTML invoice template FAQs
What's the best free invoice template?
Freelancers who do HTML (or any freelance entrepreneur) or business owners benefit greatly from tailored invoicing software. That said, some invoicing services, while awesome, they're overly expensive or far too complicated for the average freelancer.
Fortunately, there's a solution. Bonsai offers an extensive catalog of free invoice templates and examples for your project. So, if you're having a hard time finding an invoicing system that works for your business, checking out Bonsai might be the smartest move.
Bonsai's all-in-one product suite offers the automation you need to focus on your business, not paperwork. With handy features, such as reminders, task tracking, and an on-the-go app, rest assured that you won't forget to send an invoice ever again.
Why should you add late fees to HTML invoices?
You might wonder if late payment terms upset your clients. Well, the reality is that you're running a business, and you must get paid — on time. A good client will understand and appreciate late payment terms as a rule of thumb. Adding late payment fees establishes you as a professional.
Clearly state your late payment fees from the outset and never hide your late fee conditions from your customers. And, if you indeed charge for late fees, make sure the delivered work is of high-quality and to the client's utmost satisfaction.
What's the best format to choose for your invoice?
That's up to you to decide. Yet, there are common formats most freelancers are using for their invoices. These are:
- Bonsai: The best option is to opt for a premade HTML invoice template from Bonsai. Bonsai has a gallery of high-end templates for invoices that cater to the needs of any freelance profession. Many templates are free of charge, meaning you don't have to pay a dime to use them. Yet, if you choose to sign up, you're going to get even more benefits, such as invoice notifications, automated reminders, automatic late fees, and more. This way, you don't have to worry about formatting or design. Everything's ready and optimized from the get-go.
- PDF: A PDF invoice template is easy to edit and send to a client as a compact file. It’ll reach your customer's mailbox within minutes. On top of this, PDF invoices are also a common choice because they can be protected with a password, preventing unwanted edits. Plus, the PDF format helps reduce the file size of your invoices without sacrificing design quality or putting security at risk.
- Microsoft Excel or Google Sheets: An invoice template made with Excel or Google Sheets is great because it can calculate totals or taxes quickly and efficiently. You cut the admin burden this way since the software does the math for you.
- Microsoft Word or Google Docs: These are the standard templates most freelancers use. They're so popular because they're easy to customize, as, with a click of a button or two, you can change fonts and colors as well as add logos and other information. Templates in Microsoft Word, Open Office, or Google Docs are a quick and familiar option for everyone.