SaaS Invoice Template
Create professional SaaS invoices for subscriptions and recurring billing with clear plan tiers, seat counts, and billing periods. This SaaS invoice template supports add-ons, onboarding fees, discounts, and usage-based charges—ideal for software companies invoicing monthly or annual subscriptions. Download instantly in PDF, Word, or Excel format.
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What to Include on a SaaS Invoice
SaaS invoices should help customers understand recurring charges and what the subscription covers.
Account details- Customer/account name
- Account/customer ID
- Billing period (month/date range)
- Plan/tier name
- Seat count (if priced per user)
- Add-on modules
- Setup or onboarding fees (if applicable)
- Overage/usage charges when limits are exceeded
- Brief usage summary (optional)
- Discounts, credits, promotions as negative line items
- Subtotal, tax (if applicable), total due
- Payment instructions and references
SaaS Pricing Models: Subscription, Seats, and Usage
Most SaaS businesses invoice using one (or a combination) of these models:
1) Flat subscription
A single recurring fee for a plan tier.
2) Per-seat pricing
Base plan plus seat charges. Quantity = number of seats.
3) Usage-based billing
Charges per unit (API calls, messages, storage). Quantity = usage units.
4) Hybrid
Subscription + seats + usage overages (most common for B2B SaaS).
Your invoice should separate these categories so customers can verify totals quickly.
Billing Periods: Monthly vs Annual Invoicing
SaaS customers often need invoices that match their accounting periods.
Monthly billing- Invoices each month for the billing period
- Often due on receipt
- One invoice for the year
- May include proration for mid-year upgrades
Proration, Discounts, and Credits
SaaS invoices often include credits due to plan changes or promotions.
Common credit scenarios- Plan upgrades/downgrades mid-cycle (proration)
- Promotional discounts
- Service credits