Invoice Template
Document ID: WBL-FIN-INV-[ID]-v1.0
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║ Webility LLC INVOICE ║
║ [Legal Business Name] ║
║ [Street Address] Invoice #: WBL-INV-[YYYY]-[NNN] ║
║ [City, Province/State, Postal Code] Invoice Date: [DATE] ║
║ [Country] Due Date: [DATE + 15 DAYS] ║
║ PO #: [PO NUMBER or "N/A"] ║
║ billing@webility.local ║
║ [PHONE] ║
║ webility.local ║
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║ [GST/HST Registration: [NUMBER] — if applicable] ║
║ [VAT Registration: [NUMBER] — if applicable] ║
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║ BILL TO: PROJECT: ║
║ [CLIENT LEGAL NAME] [PROJECT NAME] ║
║ [Billing Contact Name] Contract Ref: [WBL-MSA/CTR-ID] ║
║ [Street Address] SOW Ref: [WBL-SOW-ID] ║
║ [City, Province/State, Postal Code] ║
║ [Country] ║
║ [Billing Email] ║
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Line Items
| # | Description | Hours | Unit | Rate | Amount ([CURRENCY]) |
|---|---|---|---|---|---|
| 1 | [Service / Deliverable description — be specific] | [RATE] | [AMOUNT] | ||
| 2 | [Service / Deliverable description] | ||||
| 3 | [Service / Deliverable description] | ||||
| 4 | [Approved expenses — specify] | N/A | Cost | [AMOUNT] | |
| Subtotal | [AMOUNT] | ||||
| [GST/HST (%) — if applicable] | [AMOUNT] | ||||
| [QST (%) — if applicable] | [AMOUNT] | ||||
| [VAT (%) — if applicable] | [AMOUNT] | ||||
| TOTAL DUE | [CURRENCY] [AMOUNT] |
Milestone / Payment Type Reference
(Indicate which payment milestone this invoice represents — for client and internal reference)
☐ Deposit (Project Initiation) — [X]% of total project value ☐ Milestone payment — [Phase / Gate Name] ☐ Final payment — Project completion ☐ Change Order — CO reference: [WBL-CO-ID] ☐ Monthly retainer — Period: [MONTH YEAR] ☐ Hosting — Period: [MONTH YEAR] ☐ Maintenance plan — Period: [MONTH YEAR] ☐ Ad-hoc support — Date range: [DATE – DATE] ☐ Other: _______________________________________________
Payment Instructions
Payment due: [DATE] (Net [15] days from invoice date)
Accepted payment methods:
| Method | Details |
|---|---|
| Bank transfer (EFT / Wire) | Details provided via secure channel — contact billing@webility.local |
| Credit / Debit card | Payment link: [PAYMENT LINK — Stripe / other] (2% processing fee applies for amounts over [THRESHOLD]) |
| Cheque | Payable to "[LEGAL BUSINESS NAME]" — mail to address above |
| Client AP Portal | Portal: [PORTAL URL] — Vendor ID: [ID] |
Wire transfer details: Sent by secure message upon request to billing@webility.local — never by unencrypted email.
Late Payment Notice
Per the payment terms in your contract (WBL-FIN-PT-v1.0 / WBL-MSA-v1.0 Section [X]):
- Invoices not paid within 15 days of the due date are subject to a late payment charge of 1.5% per month (18% per annum) on the outstanding balance
- Failure to pay milestone invoices may result in pausing project work until payment is received
- Final payment is required in full before project delivery, launch, or IP transfer
- Outstanding balances referred to collections or legal counsel may result in additional recovery costs
Notes
[Use this section for project-specific notes — e.g., "This invoice covers Phase 2 design, approved by [Client Name] on [DATE]. Milestone payment releases the approved design files and unlocks the Phase 3 development phase." or "This is a Change Order invoice for CO reference WBL-CO-[ID]-v1.0, signed [DATE]. Work covered: [brief description]."]
Invoice Dispute Process
If you believe there is an error on this invoice:
- Notify us in writing at billing@webility.local within 7 days of the invoice date
- Specify the exact item(s) in dispute and the reason
- The undisputed portion is payable on the original due date
- Silence after 7 days is treated as acceptance of the invoice as stated
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║ Thank you for your business. ║
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║ For billing questions: billing@webility.local | [PHONE] ║
║ For project questions: [PM EMAIL] | [PM PHONE] ║
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║ Webility — webility.local ║
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Internal Use Only — Invoice Log
(Not printed on client-facing invoice — for internal accounting)
| Field | Details |
|---|---|
| Invoice ID | WBL-INV-[YYYY]-[NNN] |
| Client ID | [WBL-CLIENT-CODE] |
| Project ID | [WBL-PROJECT-CODE] |
| Issued by | [PM/Accounts NAME] |
| Invoice date | [DATE] |
| Due date | [DATE] |
| Payment received | ☐ Yes — Date: ___ ☐ Partial — Amount: ___ ☐ No |
| Method received | ☐ EFT ☐ Wire ☐ Card ☐ Cheque |
| Overdue follow-up sent | ☐ Day 5 ☐ Day 15 ☐ Day 30 |
| Collections escalated | ☐ Yes — Date: ___ ☐ No |
| Notes |
Invoice Numbering Convention
WBL-INV-[YYYY]-[NNN]
Examples:
WBL-INV-2025-001 (first invoice of 2025)
WBL-INV-2025-047 (47th invoice of 2025)
WBL-INV-2026-001 (first invoice of 2026)
Invoice numbers are sequential and never reused. Voided invoices retain their number with a "VOID" notation.
Credit note numbering: WBL-CN-[YYYY]-[NNN] (sequential, separate series from invoices)
Tax Guidance by Region
(For accounts reference — not included on client invoice)
| Region | Tax Applied | Registration Requirement | Rate |
|---|---|---|---|
| Canada — Ontario | HST | If annual revenue ≥ CAD $30,000 | 13% |
| Canada — Quebec | GST + QST | GST: ≥ CAD $30,000; QST: ≥ CAD $30,000 | 5% + 9.975% |
| Canada — Other provinces | GST + PST (varies) | Per province | Varies |
| USA | Generally no federal tax; state sales tax may apply for digital services | Depends on state nexus | Varies |
| EU — B2B | Reverse charge mechanism typically applies | Client provides VAT number | 0% with valid EU VAT # |
| EU — B2C | VAT at destination country rate | OSS registration may be required | Varies |
| UK — B2B | Reverse charge | Client provides UK VAT number | 0% with valid UK VAT # |
| UK — B2C | UK VAT | UK VAT registration if threshold met | 20% |
Consult Webility's accountant for current registration requirements and rates.
Webility — WBL-FIN-INV-[ID]-v1.0 | Invoice Template Internal template — customize for each client. Retain signed copy for [7] years per record-keeping obligations.