Invoice · General
Free contractor invoice template
Free invoice template for contractors and subcontractors: labor, materials, changes, deposit and balance due. Download in PDF, Word or Excel, no email.
- Formats
- PDF · Word · Excel
- Paper
- Letter
- Currency
- USD
Quick answer
A contractor invoice shows an invoice number and date, your business name, contact details and license number, the customer or general contractor you bill, the job address and the estimate or contract it bills. List labor and materials with quantities and prices, plus any approved changes on their own lines. Then add sales tax where it applies, the total, any deposit received, the balance due, the due date and how to pay.
What to include
- Invoice number and issue date
- Business name, contact details and license number
- Customer (or general contractor) and job address
- Estimate, contract or purchase order number it bills
- Labor, as a job price or hours and rate
- Materials with quantity and price
- Approved changes as separate lines
- Sales tax line, where the work is taxable
- Deposit received and balance due
- Due date and how to pay
Example, line by line
| Item | Qty | Unit price | Amount |
|---|---|---|---|
| Remove deck boards and railing (sq ft) | 300 | $2.50 | $750.00 |
| Composite deck boards (sq ft) | 300 | $12.00 | $3,600.00 |
| Hidden fasteners and joist tape (sq ft) | 300 | $1.50 | $450.00 |
| Composite railing to code (ft) | 40 | $65.00 | $2,600.00 |
| Labor, install boards and railing (hr) | 40 | $75.00 | $3,000.00 |
| Haul away debris (each) | 1 | $450.00 | $450.00 |
| Change: replace rotten joist, approved on site (each) | 2 | $180.00 | $360.00 |
| Total | $11,210.00 | ||
How to use it
- 1Download it, or fill it in online.
- 2Add your own prices and your customer's details.
- 3Send it, get it signed and collect the deposit.
Contractor invoices, part by part
An invoice is the last document the customer sees from you, and often the one they read most closely. If it matches the estimate they signed, line for line, it gets paid. If it doesn't, you get a phone call.
Start with the invoice number and date. Then your business name, contact details and license number. The FTC tells homeowners to look for a contractor's name, address, phone and license number on their paperwork, so put them where they are easy to find. Add who you are billing: the homeowner, or the general contractor if you are working as a subcontractor. Then the job address and the estimate, contract or purchase order number this invoice bills.
Show labor the same way you priced it: a fixed job price, or hours times your rate. List materials with quantity and price, named so the customer recognizes them. If the customer approved changes once the job was under way, give each one its own line with a short note, such as "Change: add two recessed lights in hallway, approved on site". A change written down is far easier to get paid for than one folded into the total.
Below the lines, add sales tax where the work is taxable, the total, any deposit received, the balance due, the due date and how to pay.
Set it up once, then reuse it
- Download the PDF, Word or Excel file and save a master with your business details and license number.
- For each job, add the invoice number, date, who you are billing, the job address and the estimate or contract number.
- Enter labor and materials, then each approved change on its own line.
- Add tax, the deposit received and the balance due.
- Set the due date and payment details, save as PDF and send it the day you finish.
Contractor jobs this template fits
Contractors use this invoice for remodels, additions, deck builds, basement finishes and smaller repair jobs. Self-employed contractors and subcontractors use it to bill a general contractor for their part of a project, with the GC's job number on top. It works for a single visit and for progress billing in stages.
Price the work first with the contractor estimate template, and confirm each payment with the contractor receipt template. For bigger builds, see the construction invoice template.
Download it free
Download the contractor invoice template as a PDF, Word file or Excel sheet, free and with no email required.
For the next job, start with the estimate. If you work in one of the trades Quoza covers, the handyman estimate maker or the plumbing estimate maker lets you fill one in online and send it for your customer to sign.
Send it, get it signed, collect the deposit
Questions
What should a contractor invoice include?
An invoice number and date, your business details and license number, who you are billing and the job address, the estimate or contract it bills, labor, materials, approved changes, sales tax where it applies, the total, deposit received, balance due, the due date and how to pay.
How do I number my invoices?
Use one running sequence and never reuse a number, for example C-1001, C-1002. Write the estimate or contract number on the invoice too, so the paperwork for one job links together.
How do I show a deposit already paid?
List the full job total, then "Less deposit received" with the date and amount, then the balance due. The customer sees at a glance what they have paid and what is left.
What payment terms should I put on an invoice?
Give a clear due date and say how you accept payment. Many contractors ask for payment on completion for small jobs and set a due date for larger ones. Whatever you choose, use the same terms you agreed on the estimate.
Can I invoice as a subcontractor with this template?
Yes. Put the general contractor's business name in the bill-to box, add their job or PO number, and list your labor and materials for your part of the work.
Is this contractor invoice template free?
Yes. The PDF, Word and Excel files are free to download and you don't need to give an email address.