What is a contractor invoice?
A contractor invoice is the bill you send a client after you complete a job or reach a payment milestone. It lists the work you did, the materials you supplied, what each item costs and when payment is due. A clear invoice helps you get paid on time, gives your client a record of what they paid for, and keeps your own books ready for tax time.
This free template is built for general contractors, remodelers, builders and subcontractors. It separates labor from materials, has room for the project name and job site, and calculates totals, tax and the balance due for you.
What to include on a contractor invoice
- Your business details: company name, address, phone, email and, where your state requires it, your contractor license number.
- Client and job site: the client’s name and billing address, plus the address of the job site if it is different.
- Invoice number and dates: a unique invoice number, the invoice date and the due date.
- Project description: a short name for the job, such as “Kitchen remodel” or “Deck replacement”, so the client knows which work the invoice covers.
- Labor: each type of work with the hours and your hourly rate, or a fixed price for the task.
- Materials: the materials you bought for the job, with quantities and unit costs or a total per category.
- Other costs: equipment rental, permits, disposal fees and approved change orders on their own lines.
- Tax, payments and balance: sales tax where it applies, any deposit already received, and the balance due.
- Payment terms: when payment is due, how the client can pay and any late fee you agreed on in your contract.
How to fill out this contractor invoice template
- Add your logo and type your business name and contact details at the top.
- Enter the client’s name and address, then the project name, job site and your license number.
- Check the invoice number, invoice date and due date. The due date is set 15 days ahead, and you can change it.
- Edit the sample lines: describe each task or material, enter the hours or quantity and the rate. Use Add line item for more lines and the × button to remove one.
- Enter a discount or tax rate if you need one, and any amount the client has already paid.
- Review the notes and payment terms, then click Download PDF and send the invoice to your client.
Your details are saved in your browser while you work, so you can close the page and pick up where you left off on the same device.
Common ways contractors bill
Fixed price
You quote one price for the whole job or for each phase. List the phases on the invoice so the client can see what is included, and bill change orders separately.
Time and materials
You charge an hourly rate for labor plus the cost of materials. Show hours and rates for each kind of work, and list materials on their own lines. Keeping receipts makes it easy to answer questions about material costs.
Cost plus
You bill your actual costs plus an agreed markup or fee. Show the costs and the markup clearly, as agreed in your contract.
Progress billing
On longer jobs you invoice at milestones, such as a deposit at signing, payments when framing or rough-in is done, and the balance at completion. Describe the milestone on each invoice and enter earlier payments in Amount paid on the final invoice.
Tips to get paid faster
- Agree on terms before you start. Put the deposit, payment schedule and due dates in your contract, and repeat them on every invoice.
- Invoice right away. Send the invoice as soon as a job or milestone is finished, while the work is fresh in the client’s mind.
- Be specific. Clear line items lead to fewer questions and fewer delays.
- Make paying easy. Accepting card payments or bank transfers removes a common excuse for paying late.
- Follow up. A friendly reminder a few days before the due date, and another one if the invoice becomes overdue, goes a long way.
When you are ready to stop tracking invoices in files and spreadsheets, UniqInvoice lets you send invoices by link or email, accept card payments and send automatic reminders from your phone or computer.
