Contractor Invoice Template

How to write a contractor invoice

Contractor invoices need a bit more detail than most, because clients want to see where their money went. Break the job into clear lines:

• Labor: hours times your hourly rate, or a flat price per task.
• Materials: either list the big items separately, or group them into one line with a short description. Keep your receipts in case the client asks.
• Equipment, permits, disposal and travel as separate lines.
• Deposits: put any deposit or progress payment under "Amount paid" so the balance due is right.

Include your license number if your state or trade requires one, and add the job site address using "Add a ship-to address" if it's different from your client's billing address.

Progress billing for bigger jobs

On bigger projects, don't wait until the end to get paid. A common setup is a deposit at signing, payments at set milestones (rough-in, drywall, finish), and the final balance at completion. Make a new invoice for each stage with the same client and the next invoice number, and note the milestone in the description.

Sales tax on contractor work

Sales tax rules for construction vary a lot. In some places materials are taxed and labor isn't, in others everything is, and some areas treat repairs differently than new construction. Check your state or local rules, then type the right rate in the Tax box. If only materials are taxed, you can add the tax as its own line item instead.

Frequently asked questions