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- Contractor invoice
Contractor Invoice Template
Bill for labor, materials and completed stages of a job. Fill in the template above and download a PDF for your client.
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Open My documents →Private by design
No sign-up, no upload. Your documents are stored in your own browser.
Autosaves everything
Close the tab, come back tomorrow: your work is still here, with a full history.
Real PDFs
Crisp, searchable PDF files that print well, in A4 or US Letter.
Remembers you
Your details, logo, tax and bank info carry over to the next invoice.
How to fill in a contractor invoice
- Add your business details, including your license number as a custom field if your trade requires it.
- Add the client, and the job site as the ship-to address so it is clear which property the work was on.
- Reference the agreed estimate or contract in the notes, or the client’s PO number if they gave you one.
- List labor and materials as separate lines. For labor, show hours and rate; you can rename “Qty” to “Hours”. For materials, show quantity and unit price.
- Set tax per line if needed. In some places materials and labor are taxed differently, so check your local rules.
- Add payment terms and details, then download the PDF.
Labor vs materials
Splitting the two makes the invoice easier for the client to check against your estimate and easier for you to track your margins.
| Line | Example | How to show it |
|---|---|---|
| Labor | Electrician, 12 hours | Hours × hourly rate |
| Materials | 14/2 cable, 250 ft | Quantity × unit price |
| Subcontractor | Plaster repair | One line at the agreed price |
| Equipment or disposal | Dumpster, 1 week | Flat fee |
Progress billing and retainage
On longer jobs, contractors often bill in stages rather than waiting until completion: for example after demolition, rough-in and final. Each progress invoice should say which stage it covers and what has been billed so far, so the client can follow the running total.
Some contracts include retainage, where the client holds back a percentage of each payment until the job is finished. If yours does, show the amount held back on each progress invoice, for example by renaming the discount label to “Retainage (10%)”, and bill the total retainage on the final invoice. Clients on larger jobs may also ask for a lien waiver with each payment; that is a separate document, so check what your state or contract requires.
Started from an estimate? Open it in My documents and choose Turn into an invoice to copy the line items across.
Questions people ask
Should I charge tax on labor and materials?
It depends on where you work. Some places tax materials but not labor, or the other way around, so check your local rules and set a rate per line if they differ.
How do I show the job site address?
Use the separate ship-to address, or add it as a custom field such as “Job site”.
Can I bill a deposit before starting?
Yes. Send a deposit invoice, then enter what was received under Amount paid on the final invoice so it shows the balance due.
Can I add my contractor license number?
Yes. Add it as a custom field and it carries over to every new invoice.
Can I make contractor invoices on my phone at the job site?
Yes. The template works in mobile browsers and the PDF downloads to your phone, ready to send.
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