Free Contractor Invoice Template
Make a contractor invoice in under a minute. Fill in the form, download a clean PDF, no sign-up and no watermark.
A contractor invoice has to hold labour, materials, subcontractors, and often a deposit and change orders, all clearly separated so the client can see where the money went. This template sets those out so your invoice looks professional and gets paid.
Enter your own figures in the generator, or copy the filled-in sample below. It works for general contractors and renovation work.
Sample contractor invoice
Here is what a contractor invoice looks like filled in. Use the generator above to make your own with these lines already set up.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Labour (renovation, 40 hrs) | 40 | $55.00 | $2,200.00 |
| Materials (timber, fixings, paint) | 1 | $1,150.00 | $1,150.00 |
| Subcontractor: electrical | 1 | $600.00 | $600.00 |
| Subtotal | $3,950.00 | ||
| Tax (10%) | $395.00 | ||
| Total | $4,345.00 | ||
| Less deposit paid | -$1,500.00 | ||
| Balance due | $2,845.00 | ||
Figures are an example. Your own invoice uses your rates and details.
Fixed price versus cost-plus: how to quote a contractor invoice
General contractors bill one of two ways. Fixed price gives the client a single agreed number for a defined scope, and you carry the risk if it runs over, so your quote needs a real allowance for the unknowns in older buildings. Cost-plus bills your actual labour and materials plus an agreed markup or management fee, which suits work where the scope cannot be pinned down up front, like a strip-out before you know what is behind the walls.
Whichever you pick, the invoice has to match the quote basis. On a fixed-price job, the contractor invoice template should show the contract sum and what is being billed against it, not a fresh pile of hours. On cost-plus, show the real costs and the markup as its own line so the client can see the fee is exactly what you agreed. Mixing the two on one bill is where trust breaks down.
Retainage, holdback, and subcontractor sign-off
On larger jobs a client may hold back a percentage of each payment until the work is signed off, often five to ten percent. Show that holdback as a deduction on the invoice, name it clearly, and track what is owed back to you on completion so it does not quietly disappear. This is the single most overlooked line when people learn how to invoice for contractor work, and it is real money you are entitled to once the job passes.
When you bill subcontractor costs through to the client, keep proof that your subs have been paid for that stage. In lien-heavy jurisdictions a lien waiver protects the client and keeps you clean. Even where liens do not apply, a sample contractor invoice that ties each subcontractor line to work actually completed and paid is far easier to defend if the client questions the total.
Progress billing and milestone payments that keep cash flowing
Do not fund a long renovation out of your own pocket. Break the job into milestones, a deposit, then payments tied to visible stages like demolition done, first fix complete, and handover, and invoice each as you hit it. A clear contractor invoice format that lists the milestone, the contract value, and the amount due this stage lets the client see progress and pay against it, instead of facing one large bill at the end that invites haggling.
Number your invoices in sequence and reference the same job on each so the client can see how the payments add up across the project. Keep every change order as its own documented line or its own invoice, agreed in writing before the work happens, so the milestone totals stay clean and the final balance is exactly what both sides expected.
What a contractor invoice must include
- Your business name, address, and licence or tax number
- The client and the job address
- Labour hours and rate, and materials itemised
- Subcontractor costs shown separately
- Any change orders agreed in writing
- Deposit deducted, tax if registered, and the balance due
Read the complete contractor invoicing guide
Pricing, deposits, tax, and the mistakes to avoid, explained in full.
Frequently asked questions
How do I make a contractor invoice?
Enter your details and the client, then itemise labour, materials, and any subcontractors on their own lines. Deduct any deposit, add tax if registered, and download the PDF. Keep change orders as separate lines. The template above is set up this way.
Should a contractor invoice separate labour and materials?
Yes. Show labour hours and rate, materials, and subcontractor costs on their own lines. Clients query a lump sum far more often than an itemised invoice, and separating them keeps your tax correct.
How do I handle change orders on a contractor invoice?
Price the change, get it agreed in writing before doing the work, then add it as its own line or its own invoice. Never fold extra work silently into the total, that is where contractors lose money in disputes.
Is this contractor invoice template free?
Yes. No sign-up, no watermark, no invoice limit. Your details stay in your browser. Download a PDF or copy the sample layout.
Make your contractor invoice now
Free, no sign-up, no watermark. Fill in the form and download a clean PDF in under a minute.