A clear invoice gets you paid faster. When a customer can see exactly what was done, what it cost and how to pay, there's less back-and-forth and fewer "I'll get to it" delays. This free contractor invoice template gives you a clean, professional layout you can use for service calls, repairs and small projects across any trade.
Download it as an editable Word document or a printable PDF using the buttons above, then read on for a filled-in sample contractor invoice and what each section is for.
What's in the contractor invoice template
The template fits on one Letter-size page and includes:
- Your business details: name, address, phone, email, website and license number
- Invoice details: invoice number, invoice date, due date, and a job or PO number
- Bill to and job site: because the person paying and the address you worked at aren't always the same
- Itemized charges split into labor, materials and equipment, and other charges such as permits, disposal or a trip fee
- Totals: subtotal, discount, sales tax, total, payments already received and the balance due
- Payment terms and accepted payment methods
- Notes and warranty for labor and manufacturer warranty details
Everything in [square brackets] is a placeholder to replace with your own information.
How to fill in the template
- Add your business details once and save the file as your master copy. Add your logo at the top if you have one.
- Number every invoice. Use a simple sequence (1001, 1002…) and never reuse a number. It makes tracking payments and doing your books much easier.
- Set the due date. "Due on receipt" works for service calls; 15 or 30 days is a typical choice for larger jobs or commercial customers. Whatever you choose, write the date, not just the terms.
- Itemize the work. List labor and materials on separate lines, with quantities and rates. Name the equipment you installed with brand and model; the customer will need it for warranty claims later.
- Show deposits and payments already received, so the balance due is the only number the customer has to act on.
- State how to pay: card, bank transfer, check (and who to make it payable to) or cash.
- Save it as a PDF before you send it, so the layout stays the same on every device, and keep a copy for your records.
Sample contractor invoice: a filled-in example
Here's how a completed invoice might look for a water heater replacement. All names and figures are made up for illustration.
| Description | Qty | Unit | Rate | Amount |
|---|---|---|---|---|
| Labor | ||||
| Remove old 50-gal gas water heater, install new unit, test | 4 | hr | $110.00 | $440.00 |
| Materials and equipment | ||||
| 50-gal gas water heater (brand, model) | 1 | ea | $1,150.00 | $1,150.00 |
| Expansion tank, fittings, gas flex line | 1 | lot | $145.00 | $145.00 |
| Other charges | ||||
| Haul away and disposal of old unit | 1 | ea | $75.00 | $75.00 |
| Permit | 1 | ea | $60.00 | $60.00 |
| Subtotal | $1,870.00 |
| Sales tax (if applicable in your state) | $0.00 |
| Total | $1,870.00 |
| Deposit received | −$500.00 |
| Balance due | $1,370.00 |
Payment terms on this example would read: "Payment due on receipt. We accept card, bank transfer or check payable to Smith Plumbing LLC. Labor warranty: 1 year. Manufacturer tank warranty: see attached registration."
What every contractor invoice should include
A unique invoice number. It's how you, your customer and your accountant refer to the bill. Sequential numbers also make it obvious if one goes missing.
Both addresses. A landlord, property manager or adult child may pay for work at someone else's house. Listing the billing address and the job site separately prevents confusion.
Itemized labor and materials. A single line that says "Plumbing work: $1,870" invites questions. Separate lines show what the customer paid for, and make disputes rarer.
Dates that matter: the invoice date, the due date, and the date the work was completed.
Your license number, where your state requires it on business documents. Check your state licensing board's rules.
Sales tax handled correctly. Whether labor, materials or both are taxable depends on your state and the type of work. Ask your state's department of revenue or your accountant once and set the template up accordingly.
Payment terms in plain language, including any late fee you charge. Only charge late fees your agreement with the customer allows and your state permits.
Construction invoice template: billing larger jobs
The same template works for construction and remodeling jobs, with two adjustments:
- Progress billing. On a multi-week project, send an invoice at each milestone in your estimate's payment schedule (for example deposit, rough-in, completion), and show earlier payments in the "payments received" line.
- Change orders. List approved change orders as separate lines with their own reference, so the final invoice matches what the customer signed.
Some customers, lenders or general contractors ask for lien waivers with payments on construction work. Lien rules vary a lot by state, so ask your attorney or state licensing board what applies to you.
If you send the customer an estimate first, use our matching contractor estimate template, so the invoice lines can follow the estimate.
When to move from a template to invoicing software
A template is fine when you send a few invoices a week. Software starts paying for itself when you:
- Retype the same job details from an estimate into an invoice
- Spend time chasing unpaid invoices
- Want customers to pay by card or bank transfer from a link
- Need invoices to flow into your accounting
See our roundup of contractor invoicing software, and our guide to QuickBooks for contractors if you already use QuickBooks for your books.
