Contractor Invoice Template
A contractor invoice template splits the job into labor, materials, and fees so the client can see exactly what they're paying for. This one is free, works for general contractors and subcontractors alike, and downloads as a PDF. The contractor invoice form below is already filled in with sample lines, so just swap in your own and download.
Working for yourself? This also works as an independent contractor invoice template. Put your own name or business name at the top, the client below it, then bill your hours or the agreed fee. You send the invoice yourself, so add your payment terms and how to pay.
Want a sample contractor invoice? The pre-filled lines here are one: 8 hours of labor at 55, 420 of materials and a 75 call-out fee. That comes to 935 before tax. Replace them with your own work and download.
Hand a homeowner an invoice and the first thing they hunt for is the materials line. They want to know what the stuff cost and what the labor cost. Give them hours, materials, and any call-out or equipment fees on separate lines, and the total gets signed off a lot faster. Works for construction, plumbing, electrical, and general trades.
On bigger jobs, don't wait for one lump sum at the end. Bill a deposit up front, then progress payments as each stage wraps, and put any agreed variations on their own lines with the change order number. If the contract has retention, note the amount held and its release date in the line description or notes, so there's a paper trail when it falls due.
Tip: in the print dialog choose “Save as PDF”.
INVOICE
#INV-0001
Issued: —
Due: —
From
—
Bill to
—
| Description | Qty | Price | Amount |
|---|---|---|---|
| Labor — hourly rate | 8 | $55.00 | $440.00 |
| Materials & supplies | 1 | $420.00 | $420.00 |
| Call-out fee | 1 | $75.00 | $75.00 |
Invoicing tips for contractors
- Split labor from materials. When customers can see both, they spend less time questioning the total.
- Put the job address or work order number in the notes, especially on multi-site jobs where three invoices would otherwise look identical.
- On big jobs, bill progress payments as each stage wraps up. Fronting materials for weeks and waiting on one lump sum at the end is hard on any business.
Frequently asked questions
- Is there a contractor invoice form I can fill in online?
- Yes, the form on this page. Add your business and the client's details, then one line each for labor, materials, and fees. Set the tax rate if you charge tax, add payment terms in the notes, and click Download PDF. There's no account to create and nothing to install.
- Should contractors list materials separately from labor?
- Yes. Separate lines for labor hours and materials is standard practice, and it makes the invoice quicker for the client to check and approve.
- How do I invoice a deposit or progress payments?
- Bill the deposit as its own line before work starts. After that, invoice as each stage completes, referencing the contract or work order number. On the final invoice, list the full job and show the amounts already billed so the client sees what's left to pay.
- How do I bill for variations or change orders?
- Each variation goes on its own line with a short description and the agreed price, plus the change order number if there is one. Don't fold extras into the original line items — that's how payment disputes start.
- What is retention and how do I invoice it?
- Retention is a percentage of each payment, often 5–10%, that the client holds back until the job is finished or the defects period ends. Invoice for the full value of the work and note the retention held and its release date in the line description or notes, so both sides have a record.
- Can subcontractors use this template?
- Yes, it works the same way. Bill the main contractor rather than the property owner, add the job or PO number they gave you, and keep labor and materials on separate lines so the invoice matches your subcontract agreement.
- Do I need to add tax to a contractor invoice?
- If you're registered for sales tax/VAT/GST, add the rate in the Tax field. The rules vary by region, so check what applies where you work.
- What should an individual contractor put on an invoice?
- Your full name or business name, your address and contact details, the client's details, a unique invoice number, the issue and due dates, a clear description of the work with hours or a fixed fee, the total, and how to pay. Add a tax ID only if your country or client asks for one.
- How is an independent contractor invoice different from a normal invoice?
- Not much. It shows who did the work, what for, how much, and when it's due. Contractors are usually not on payroll, so no tax is taken out for you. Check your own tax duties where you live.