🔨 Free Contractor Invoice Template
Free Contractor Invoice Template
Contractor invoices need to itemize labor, materials, permits, and subcontractor costs clearly enough that homeowners and GCs can approve them without a phone call. This free template is designed for how contracting jobs actually work — separate line items for every cost category, deposit accounting, and payment terms that match standard construction contracts.
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What to include
What to put on a contractor invoice
A clear, itemized contractor invoice speeds up approval and payment. Break out every cost category so clients know exactly what they are paying for.
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Labor and crew hours
List labor separately from materials. Show hours worked and your rate, or a flat labor amount for fixed-price work. This lets homeowners verify your time and speeds up AP approval on commercial jobs where labor documentation is required.
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Materials and supplies
Itemize materials by category — lumber, drywall, fasteners, fixtures, concrete — with quantities and costs. Clients expect a materials breakdown, and commercial AP departments require it for any project above a certain value.
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Permits and fees
Permit fees are a pass-through cost. List them as a separate line item — not buried in labor or materials — so clients see exactly what went to the municipality versus what went to you.
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Subcontractor costs
If you subbed out electrical, HVAC, or other specialty work, list each subcontractor as a line item. Clients appreciate the transparency, and commercial clients need the breakdown for their own records and lien waiver tracking.
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Deposit and payment schedule
For larger projects, reference the deposit paid at signing and show the remaining balance clearly. Progress billing — invoicing in phases as milestones are hit — keeps your cash flow healthy throughout a long job and limits client exposure.
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Payment terms
Net 15–30 is standard for residential; commercial typically runs Net 30–45 through AP. State your terms, the due date, and accepted payment methods on every invoice so there is no ambiguity when the client's check is due.
Pro tips
Contractor invoicing tips that get you paid faster
Collect a deposit of 10–30% before starting any project over $1,000. It covers your materials exposure up front and signals commitment from the client.
Invoice immediately after each milestone — not at the end of the month. The longer you wait after work is done, the slower you get paid.
For commercial clients, confirm the AP contact and required invoice format before you start. Different GCs have different submittal requirements.
Always reference the contract or SOW number on the invoice so AP can match it without a phone call.
If you use subcontractors, set their payment terms shorter than your own receivable terms — do not let your cash flow depend entirely on when a GC pays you.
FAQs
Common questions about contractor invoices
What should a contractor invoice include?
A contractor invoice should itemize labor (hours and rate, or a flat amount), materials by category, subcontractor costs, permit fees and pass-throughs, any deposit or previous payments applied, and the net balance due. Payment terms and a clear way to pay should also appear on every invoice.
How do contractors bill for materials?
List materials as one or more line items with quantities and costs, either at cost (for cost-plus contracts) or at your marked-up rate (for lump-sum). If you include a markup, either roll it into the material price or show it as a separate line item, depending on what your contract specifies.
What is progress billing for contractors?
Progress billing means invoicing in stages as milestones are completed rather than sending one invoice at the end. A typical structure: 25–30% at contract signing, 25–30% at rough-in or midpoint, 25–30% at substantial completion, and the balance on final punch-list sign-off. It protects your cash flow and limits the client's exposure at any one time.
How should contractors handle deposits on invoices?
Invoice the deposit as a standalone invoice before starting work. On subsequent invoices, reference it as "Less: deposit paid" and subtract it from the balance due. This keeps your records clean, shows clients exactly what has been applied, and prevents any confusion about how much they still owe.
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Billed To
The Hargrove Family
david.hargrove@email.com
Notes
Net 15. Balance due after 25% deposit applied. Card and ACH accepted. Late payments subject to 1.5% monthly fee. Ref: Contract #SBR-2026-089.
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