Invoice · Building
Free builders and construction invoice template
Free builders invoice template for construction work: stage billed, labour, materials, extras, VAT and balance due. PDF or Word, on A4, no email.
- Formats
- PDF · Word
- Paper
- A4
- Currency
- GBP
Quick answer
A builder's invoice shows a unique invoice number, the invoice date and the date of the work, your name (and business name, if you use one), address and contact details, the customer's name and address, and the quote it bills. Describe the stage or work being charged, with labour, materials and agreed extras on separate lines, then VAT if you're VAT-registered, the total, payments already made, the balance due, the payment date and your bank details.
What to include
- Unique invoice number and invoice date
- Date of the work, or the stage completed
- Your name, any business name, address and contact details
- VAT number, if you're VAT-registered
- Customer's name and address, and the site address
- Quote number the invoice bills
- Stage or work charged, labour and materials separate
- Agreed extras on their own lines
- VAT amount, if you charge VAT, and the total
- Payments made, balance due, payment date and bank details
Example, line by line
| Item | Qty | Unit price | Amount |
|---|---|---|---|
| Excavate and remove spoil, incl. skip (m³) | 12 | £95.00 | £1,140.00 |
| Concrete strip foundations (m³) | 7 | £180.00 | £1,260.00 |
| Blocks, bricks and cavity insulation (m²) | 32 | £65.00 | £2,080.00 |
| Labour, bricklaying (day) | 18 | £280.00 | £5,040.00 |
| Flat roof, EPDM, with rooflight (each) | 1 | £9,500.00 | £9,500.00 |
| Windows and bifold doors, standard (each) | 1 | £9,000.00 | £9,000.00 |
| First and second fix electrics (each) | 1 | £2,600.00 | £2,600.00 |
| Plastering, ready for decoration (m²) | 70 | £26.00 | £1,820.00 |
| Extra: second rooflight, agreed on site (each) | 1 | £1,200.00 | £1,200.00 |
| Total | £33,640.00 | ||
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.
Builders' invoices, part by part
On an extension or loft conversion, you rarely send just one invoice. There's a deposit, stage payments as the work goes up, and a final invoice with any extras. Each one needs to be clear enough that the customer pays it without a phone call. GOV.UK sets out what every invoice must show; this template has a box for each item, laid out for building work.
Start with a unique invoice number, the invoice date and the date of the work or the stage completed. Then your details: your name, any business name, address and contact details. If you're a sole trader using a business name, GOV.UK says the invoice must also show your own name and an address where legal documents can be delivered to you. Add your VAT number if you're registered.
Then the customer's name and address, the site address if it's different, and the quote number the invoice bills.
Describe what you're charging for. On a staged job, name the stage: "Stage 2 of 5: foundations and slab complete." On a smaller job, list labour and materials separately, the way you priced the quote. Give every agreed extra its own line with a short note and the date it was agreed.
At the bottom: VAT if you charge it, the total for this invoice, payments already made on the job, the balance due, the payment date and your bank details, with the invoice number as the payment reference.
Keep the stage names identical on the quote and every invoice, so the customer can tick each one off as it is paid.
Set it up once, then reuse it
- Download the Word or PDF file and save a master with your name, business name, address and VAT number if you have one.
- Add the invoice number, dates, customer, site address and quote number.
- Describe the stage or work, then labour, materials and agreed extras.
- Add VAT if registered, payments made and the balance.
- Add the payment date and bank details, save as PDF and send it when the stage is signed off.
Building jobs this template fits
Builders use this invoice for an extension, a loft conversion, a kitchen refit, a bathroom refit and a knock-through, billed at the end or in stages. It also suits construction work for small commercial customers. If you invoice another VAT-registered builder under the Construction Industry Scheme, check GOV.UK's guide to the VAT domestic reverse charge.
Price the job first with the builders quote template, and confirm each payment with the receipt template. For smaller jobs or subcontract work, the contractor invoice template may suit better.
Download it free
Download the builders invoice template as a PDF or Word file, on A4 with amounts in pounds, free and without entering an email address.
Use the same stage names on every invoice for the job, so the customer can see how stages, extras and payments made fit together.
Send it, get it signed, collect the deposit
Questions
What should a builder's invoice include?
A unique invoice number, the invoice date and date of the work, your details, the customer's name and address, the site address, the quote it bills, the stage or work charged, labour, materials and agreed extras, VAT if you're registered, the total, payments made, the balance due, the payment date and your bank details.
What if I trade under a business name?
GOV.UK says that if you're a sole trader using a business name, the invoice must also show your own name and an address where legal documents can be delivered to you. The template has a box for both.
How do I invoice in stages?
Send one invoice per stage and name it, such as "Stage 3 of 5, roof on". Show the amount for that stage, then payments already made on the job, and the balance due on this invoice.
How do I show extras the customer agreed?
Give each one its own line with a short description and the date it was agreed, such as "Extra, additional rooflight, agreed on site". Extras written down are far easier to get paid for.
Is this builders invoice template free?
Yes. The PDF and Word files are free to download and you don't need to enter an email address.