Invoice · General
Free contractor invoice template
Free invoice template for contractors and subcontractors: labour, materials, VAT, deposit paid and balance due. Download in PDF or Word, A4, no email.
- Formats
- PDF · Word
- Paper
- A4
- Currency
- GBP
Quick answer
A contractor 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 a description of what you're charging for. List labour and materials separately, then VAT if you're VAT-registered, the total, any deposit paid, the balance due, the payment date and your bank details.
What to include
- Unique invoice number and invoice date
- Date the work was done
- Your name, any business name, address and contact details
- VAT number, if you're VAT-registered
- Customer's (or main contractor's) name and address
- Quote number or job reference the invoice bills
- Labour and materials as separate lines
- Agreed extras on their own lines
- VAT amount, if you charge VAT, and the total
- Deposit paid, balance due, payment date and bank details
Example, line by line
| Item | Qty | Unit price | Amount |
|---|---|---|---|
| Strip out kitchen and remove waste (each) | 1 | £650.00 | £650.00 |
| First-fix electrics, 6 new sockets (each) | 1 | £850.00 | £850.00 |
| First-fix plumbing, sink and dishwasher (each) | 1 | £480.00 | £480.00 |
| Labour, fit customer-supplied units and worktops (day) | 4 | £260.00 | £1,040.00 |
| Ceramic splashback tiles and adhesive (m²) | 4 | £45.00 | £180.00 |
| Labour, tiling splashback (day) | 1 | £240.00 | £240.00 |
| Make good walls and ceiling (each) | 1 | £300.00 | £300.00 |
| Extra: two additional sockets in kitchen, agreed on site (each) | 2 | £95.00 | £190.00 |
| Total | £3,930.00 | ||
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 that matches the quote the customer accepted, line for line, gets paid. One that doesn't gets queried. GOV.UK sets out what every invoice must show; this template has a box for each item, laid out for building and trade work.
Start with a unique invoice number, the invoice date and the date of the work. Then your details: your name, any business name, your 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.
Next, who you're billing: the homeowner, or the main contractor if you're working as a subcontractor. Add the quote number or job reference, so the invoice ties back to what was agreed.
List labour as a fixed price or days at your rate, and materials on their own lines with quantities. If the customer agreed extras once the job was under way, give each one its own line with a short note, such as "Extra: two additional sockets in kitchen, agreed on site". An extra written down is much easier to get paid for than one buried in the total.
At the bottom: VAT if you charge it, the total, less deposit paid, the balance due, the payment date and your bank details, with the invoice number as the payment reference.
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 or main contractor, and the quote or job reference.
- Enter labour, materials and any agreed extras.
- Add VAT if registered, the deposit and the balance.
- Add the payment date and bank details, save as PDF and send it when the job's finished.
Contractor jobs this template fits
Contractors use this invoice for extensions, loft conversions, kitchen and bathroom refits and smaller repair jobs. Self-employed contractors and subcontractors use it to bill a main contractor for their part of a project. It works for a single job and for stage payments on a longer one.
Price the work first with the contractor quote template, and confirm payments with the receipt template.
Download it free
Download the contractor invoice template as a PDF or Word file, on A4 with amounts in pounds, free and without entering an email address.
For the next job, start with the quote. If you work in one of the trades Quoza covers, the plumbing quote maker or the handyman quote maker lets you fill one in online and send it for your customer to accept.
Send it, get it signed, collect the deposit
Questions
What should a contractor invoice include?
A unique invoice number, the invoice date and the date of the work, your details, the customer's name and address, the quote or job reference, labour and materials, any agreed extras, VAT if you're registered, the total, any deposit paid, 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 number my invoices?
Use one running sequence and never reuse a number, for example 1001, 1002, 1003. Add the quote number or the main contractor's job reference, so each job's paperwork stays together.
How do I show a deposit already paid?
Show the full price first, then "Less deposit paid" with the date and amount, and the balance due underneath.
Can I invoice a main contractor as a subcontractor?
Yes. Put the main contractor's business name and address in the customer box, add their job reference and list your work. If you're both VAT-registered and the payment is reported under the Construction Industry Scheme, the VAT domestic reverse charge usually applies, and GOV.UK says your invoice must show that it does. Check GOV.UK's guide before you add VAT.
Is this contractor invoice template free?
Yes. The PDF and Word files are free to download and you don't need to enter an email address.