Contractor Invoice Template
Free contractor invoice template, pre-filled with hourly labor, materials, and Net 15 terms. Customize in the browser, download as PDF. No sign-up.
Tip: use your browser's “Save as PDF” option when the print dialog appears.
Style
Invoice Details
From (Your Business)
Bill To (Client)
Line Items
Totals Adjustments
Notes & Payment Terms
From
Your Contractor Business
123 Main Street City, State 12345 Country
hello@yourcontracting.com
+1 (555) 123-4567
#INV-001
Bill To
Client / General Contractor
456 Project Site Road City, State 67890 Country
pm@client.com
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Labor — framing (hours) | 16 | $85.00 | $1,360.00 |
| Labor — finish carpentry (hours) | 8 | $95.00 | $760.00 |
| Materials — lumber & fasteners | 1 | $420.00 | $420.00 |
Notes
Thank you for the project. PO #: ____. Reference this invoice number on payment.
Payment Terms
Net 15. 1.5% monthly late fee after 15 days. Licensed & insured. License #: ____.
What a Contractor Invoice Template Should Include
A contractor invoice is different from a generic service invoice. Clients, general contractors, and accounts-payable teams expect specific fields — missing them delays payment and causes disputes. This template is structured around what actually gets paid fastest:
- License and insurance details in the notes or payment terms — required in most jurisdictions for contractor work.
- Labor broken out by task or trade (framing, electrical, finish carpentry) at the appropriate rate per trade. Lump-sum labor invoices get questioned.
- Materials itemized separately with markup built in. Never combine labor and materials in one line.
- PO number and job reference clearly visible — usually in the notes field or a dedicated PO field.
- Progress billing markerif this is a draw against a larger contract (e.g., "Progress billing 40% — Draw 2 of 5").
- Net 15 or Net 30 payment terms explicit, with late fee policy.
How to Use This Contractor Invoice Template
- Replace the sample business name, address, and contact info under From with your contracting business details. Include your license number in the payment terms field.
- Enter the client's information — the general contractor, property owner, or project manager — under Bill To.
- Adjust line items to match the work performed. Keep labor and materials separate, and break labor down by trade when applicable.
- Add any applicable sales tax on materials (depends on jurisdiction — most U.S. states exempt labor from sales tax but tax materials).
- Reference the project PO number and job address in the notes field so your client's AP team can match the invoice quickly.
- Click Download PDF / Print and save. Send the PDF to the AP contact, not just the project manager.
Independent Contractor vs. General Contractor Invoices
The invoice format differs slightly depending on what kind of contractor you are:
- Independent contractors (1099)— service-based freelancers and consultants. Emphasis on hourly rate, scope description, and the word "Invoice" at the top. Tax is usually zero (client handles withholding or 1099 reporting).
- Trade contractors (electrical, plumbing, HVAC, roofing) — labor + materials, license number visible, lien rights notice in some states.
- General contractors — progress billing against a contract sum, retainage (usually 10%) held by the client, draw schedule referenced.
- Subcontractors— invoice to the GC, not the property owner. Include the GC's job name and PO.
Common Mistakes on Contractor Invoices
- No invoice number— makes it hard for the client to reference the payment and hard for you to track what's been paid.
- Lumping labor and materials — AP teams need to see labor separately for tax and insurance reasons.
- Missing license number— some jurisdictions void the invoice legally if the license isn't listed.
- No payment terms— "Payment upon receipt" means nothing. Say Net 15, Net 30, or "Due on [date]".
- Sending to the project manager instead of AP— the PM didn't hire you, doesn't pay you, and their inbox is a black hole for invoices. Get the AP contact.
Contractor Invoice FAQ
Is this contractor invoice template free?
Yes — no account, no subscription, no watermark. Download as many PDF contractor invoices as you need.
Can I use this template for independent contractor (1099) work?
Yes. Remove the materials line items and use hourly or project-based labor lines. Set tax to 0 (independent contractors typically don't collect sales tax on services). Include your tax ID in the notes if the client asks.
Does this work for construction, electrical, plumbing, or HVAC?
Yes. All trade contractor types use the same core invoice structure: labor by trade, materials with markup, license number, PO reference, Net 15 or Net 30 terms. Adjust the line items and payment terms to your specifics.
How do I handle retainage or progress billing?
Add a line item "Retainage (10%)" with a negative quantity or use the discount field for the retainage amount. In the notes, reference the contract number and draw (e.g., "Progress billing — Draw 3 of 5").
Why PDF instead of a Word or Excel contractor invoice template?
PDF is locked — clients can't accidentally edit line items, totals, or your payment terms. Accounts payable teams prefer PDFs because they match what was agreed to. Word and Excel invoices get resaved, reformatted, and sometimes altered.
Need to figure out what rate to charge first? Try the freelance rate calculator. Or go back to the full invoice generator for a blank starting point.