Line items
Payment is due on the date shown above. License billing setup is billed 40% to start and 60% on completion; ongoing work is invoiced at the start of each month.
Totals
Thanks for trusting me to set up your billing
Free Software License Invoice Template
A software license invoice covers the license line items, totals, and payment terms so procurement can match billing to access.
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Procurement wants an invoice that matches access exactly, because the fastest way to delay payment is a wrong legal entity, the wrong dates, or a seat count that doesn’t reconcile. A software license invoice needs to read like a paper trail: clear line items up top, totals that add up the same way every time, and terms that don’t leave room for back-and-forth. The layout uses indigo accents with Raleway headings over Inter body text, so the page reads like documentation, not marketing.
The invoice starts with Line items, but the two rows included are placeholders, so the real work is swapping in your own license lines and prices. Under that, the terms spell out when payment is due, including a 40% to start and 60% on completion split for license billing setup, plus ongoing work invoiced at the start of each month. A short closing note wraps the invoice without changing what procurement needs to check.
- Line items Replace the placeholder rows with the license charges you’re billing for, with the quantities and pricing that match access.
- Payment is due on the date Payment terms sit under a totals block, including staged billing for setup work and monthly invoicing for ongoing work.
- Thanks for trusting me to set up your billing A short sign-off closes the invoice after the terms, without adding extra fields procurement has to interpret.
Once the invoice is in your workspace, you update the line items and totals, then send the software license invoice to the client. If you’ve connected a payment method, the client can pay online from the same invoice, leaving the invoice text and numbers as the record.
We went from spending hours on every proposal to creating fully customized ones in under 5 minutes. That's not an exaggeration - we timed it.
What to include in a software license invoice
| Part | What it covers |
|---|---|
Line items | Line items holds the billable license rows, and the two included entries are placeholders you replace with your own names, quantities, and prices. |
Payment is due on the date | Payment terms explain when the invoice is due and how setup work is split 40% upfront and 60% on completion, with ongoing work invoiced at the start of each month. The section also carries a totals block, so you check the numbers before sending. |
Thanks for trusting me to set up your billing | A brief closing note finishes the invoice after the terms, so the document ends cleanly once procurement has the details it needs. |
Who it is for
B2B SaaS teams, developer tools vendors, and marketplace platforms billing for licenses where procurement needs entity details and seat counts to reconcile.
The invoice in full
Questions about this invoice template
What should a software license invoice include?
A software license invoice usually includes the license line items, totals, and payment terms, plus the client’s legal entity details and invoice dates. Procurement mainly checks that the quantities and dates match the access that was granted.
How do you invoice for seats versus usage?
The invoice line items should name what you’re billing for and show the quantity and price that matches it. If billing covers seats, the quantity reflects seats; if billing covers usage, the quantity reflects the usage unit you agreed to bill against.
How do prorations work when seats change mid-month?
Proration comes down to making the invoice line items and dates match the access window being billed. The invoice needs enough detail in the line items to show what period and quantity the proration covers so procurement can reconcile it.
What information do you need for VAT and legal entity details?
VAT and entity checks typically require the customer’s legal name, registered address, and VAT number where applicable, along with your own matching details on the invoice. Procurement rejects invoices most often when those fields don’t match their vendor records.
Can the invoice spell out staged billing for setup work?
The payment terms in this invoice include staged billing for license billing setup, billed 40% to start and 60% on completion. The same terms also state that ongoing work is invoiced at the start of each month.
Can a client pay a software invoice online?
A client can pay online if a payment method is connected before you send the invoice. The invoice still carries the line items, totals, and terms as the record procurement files against.
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