Contractor invoice template
Contractor invoice template
Labour, materials and subcontractors on separate lines, the deposit taken off, and the balance due in one box. Clear enough for a homeowner, complete enough for your books.
Free. No sign-up. A one-page PDF you can send today.
Lay out the job the way the client walked through it
Homeowners and site managers check a contractor's invoice line by line against the quote. Keep the same order and the same words:
- Labour by task or by hours: “Cabinet installation, labour (hours)”, 32 × 65.
- Materials as their own lines, with “receipts attached” when you pass costs through.
- Subcontractors (electrical, plumbing) on separate lines, so the client sees who did what.
- Change orders on their own lines, named as agreed: “Change order #2: extra outlet”.
- The deposit as a negative line: “Deposit received Oct 1”, −3,000.
Progress invoices
On longer jobs, invoice each stage when it's done instead of waiting for the end: “Stage 2 of 3: framing and roofing”. Each invoice gets its own number; the stage in the description lets you and the client follow the job. Take earlier deposits off the stage they were meant for.
What else to put on it
Your licence or registration number, if your trade needs one, fits in the Tax ID field. The notes can carry your warranty terms and anything the client must know before paying. Clients who prefer to pay by card can use a payment link; checks and bank transfers go in the payment instructions.
Sales tax on materials and labour differs between states and countries, and the editor applies one tax rate per invoice. Check your local rules before adding tax.
Questions
Should labour and materials be separate lines?
Yes. Clients check them differently, and in some places sales tax applies to materials but not labour. Note in the description if receipts are attached.
How do I take off a deposit?
Add a line like “Deposit received Oct 1” with a negative price. The balance due then shows what's left.
Can I send progress invoices?
Yes: invoice each stage as it's done (“Stage 2 of 3: framing and roofing”) and keep the stage number in the description so everyone can follow.
Does it handle sales tax?
It applies one tax rate to the whole invoice. Where materials and labour are taxed differently, check your local rules; you may need separate invoices or to price tax into the materials line.