SaaS Invoice Template
SaaS billing breaks a plain invoice: recurring subscription fees, per-seat counts that change mid-cycle, and proration credits. This SaaS invoice template models the billing period, seat quantity and any proration or usage lines explicitly, so customers see exactly how the total was built. Download it free in Word or Excel.
Last reviewed 2026-07-22
Template preview
- From:
- Acme Cloud Inc. · billing@acme.io
- Bill to:
- Client Co · ap@client.com
- Invoice #:
- INV-2026-114
- Billing period:
- Jul 1 – Jul 31, 2026
- Due date:
- Auto-charged Jul 1 (Net 0)
| Description | Qty (seats) | Unit / mo | Amount |
|---|---|---|---|
| Pro plan — monthly subscription | 20 | $29.00 | $580.00 |
| Additional seats added Jul 12 (prorated) | 5 | $18.70 | $93.50 |
| Annual support add-on | 1 | $99.00 | $99.00 |
| Subtotal | $772.50 | ||
| Sales tax (varies by region) | $61.80 | ||
| Total charged | $834.30 | ||
How to fill in each field
Billing period
State the exact start/end dates of the cycle, not just the invoice date.
Common mistake: Showing only an issue date, which makes proration and refunds impossible to audit.
Seat quantity
List the seat count that was active during the period; break out mid-cycle additions.
Common mistake: Charging end-of-period seat count for the whole month instead of prorating.
Proration line
Show prorated additions/removals as their own line with the prorated unit price.
Common mistake: Silently adjusting the subtotal — customers dispute charges they can't see itemized.
Auto-charge note
If billed to a card on file, say so and note Net 0 / auto-charge date.
Common mistake: Sending a Net 30 due date on an invoice that was already auto-charged.
Read the full guide
SaaS Invoice: What to Include, How to Write One, and Common Mistakes Learn what to include in a SaaS invoice, how to write one step-by-step, and avoid common billing mistakes. Practical tips for B2B and B2C SaaS businesses. Read the guide →Related templates & variants
This is the SaaS-specific variant of our main invoice. For hourly work see the freelance version; for retainers and pass-through expenses see the consulting version.
Download a professional invoice template in Word, Excel, CSV or Google Docs.
A freelance invoice template for hourly and fixed-project work. Track billable hours, rates and deposits.
A consulting invoice template with monthly retainer, day-rate work and reimbursable expenses.
Recommended tools
Prefer software to a file?
Automate recurring invoices, proration and dunning for subscription products.
Try Stripe Billing →Some links are affiliate links — we may earn a commission at no cost to you. Full disclosure.
Frequently asked questions
How do I show proration on a SaaS invoice?+
Add a dedicated line for the mid-cycle change with the prorated unit price and the number of seats affected, so the partial charge is transparent.
Should a SaaS invoice show MRR?+
The invoice should show what was charged for the period. MRR is an internal metric — keep it in your billing system, not on the customer-facing invoice.
Net 30 or auto-charge for SaaS?+
Self-serve SaaS is usually auto-charged (Net 0). Enterprise contracts often use Net 30 with a PO number — match the invoice terms to the contract.
How do I invoice for annual vs monthly SaaS plans?+
Annual plans are typically billed once upfront for the 12-month term (state the coverage period on the invoice); monthly plans bill each cycle. If a customer switches mid-term, show the change as a prorated credit or charge on its own line.
Sources & further reading
- SaaS billing 101: what businesses need to know (Stripe)— stripe.com
- Billing software for SaaS companies (NetSuite)— netsuite.com
- SaaS billing best practices (BillingPlatform)— billingplatform.com
We review authoritative guidance when building each template. Links are for reference only.