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What to include
- Your business name, contact details, and license number if your area requires one on invoices
- Client name and the job site address
- Labor as hours at an hourly rate, or as a flat price per task
- Materials on their own lines, with your markup if you charge one
- Any deposit already received, so the balance due is clear
Tips
- Reference the quote or contract number so the invoice ties back to the agreed scope.
- Bill change orders as separate lines with the date they were approved.
- State when the balance is due and which payment methods you accept.
How to build a contractor invoice that gets paid
A contractor invoice should let the customer see exactly what they are paying for. Start with the job address and a short description of the work, then break the bill into labor, materials, and any other charges. The more specific the lines, the fewer questions you will get.
Reference your estimate or contract number at the top. If the final price differs from the estimate, add a line explaining why, such as extra materials requested by the customer or a change order.
Labor, materials and markup
- Show labor as hours multiplied by your rate, or as a flat price per task if that is what you quoted.
- List materials on separate lines. If you add a markup, apply it consistently and make sure it matches your contract.
- Itemize permits, dumpster rentals, and equipment rental on their own lines.
- Add sales tax only where it applies to your work. Rules differ widely, so check with your state or an accountant.
Deposits, progress billing and retainage
On larger jobs, bill in stages. A deposit before starting, progress payments at set milestones, and a final payment at completion keep cash flowing and keep the customer informed. Show payments already received and the balance due on every invoice.
If your contract holds back a percentage until the work passes inspection, list that amount separately and note when it will be released.
Getting paid on time
- State your payment terms and due date near the total, for example Due within 14 days.
- Say which payment methods you accept and include any late fee policy that is in your contract.
- Send the invoice the day the work is done, while the job is fresh in the customer's mind.
- Follow up once, politely, on the due date.
- Keep a copy of every invoice, along with photos of the finished work.
Questions
Should I charge sales tax on a contractor invoice?
It depends on where you work and what you sold. Some places tax materials, some tax labor, some tax neither. Check with a local accountant or your state tax office, then enter the rate that applies in the tax field.
Can I invoice before the job is finished?
Yes. Many contractors invoice a deposit up front and bill the rest at milestones or on completion. Say which one this invoice is in the notes.
More invoice templates
Related guides
This template is general information. Requirements for invoices vary by place and industry, so check local rules or ask an accountant.