ToolbeltDocsHow to use this invoice template
- Enter your business details and the contract this invoice bills. If you priced the job with our construction estimate template, "Convert to invoice" carries the customer, project and lines over.
- Pick the billing stage and work period, then list the work completed for this stage as set out in the contract's payment schedule.
- Add each approved change order and any allowance overage on its own line, with its number.
- Enter the deposit already paid, pick the payment terms, and note earlier payments in the notes if you bill in stages.
- Download the invoice as a PDF, Word or Excel file, with photos of the completed stage if you have them.
What should a construction invoice include?
A construction invoice should say which contract and which stage it bills, list the work completed in that period, show every approved change order and allowance overage separately, and subtract the deposit and earlier payments so the balance due is clear. Matching the stages and amounts to the payment schedule in the contract is what gets a progress invoice approved quickly.
- Contract reference
- The contract or agreement date, so the owner can match the invoice to the payment schedule.
- Billing stage and period
- Whether this is a progress payment or the final payment, and the dates of the work it covers.
- Work completed
- The stage or items finished in this period, in the same terms the contract uses.
- Change orders
- Each approved change order with its number and amount, on its own line.
- Allowance overages
- Where the owner chose items above an allowance, the difference billed as its own line.
- Payments received
- The deposit and earlier progress payments, so the owner sees what is still owed.
- Retainage, if any
- If the contract holds back retainage, say so and show the amount, as the contract sets out.
Construction invoice example
Example only Here is a filled-in example of a progress invoice for a bedroom addition at the end of framing, with one approved change order and an allowance overage for an upgraded exterior door. A 10% deposit was paid when the contract was signed. The prices are made up for illustration only — your contract amounts will differ.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Stage complete – foundation and framing (per contract payment schedule) | 1 stage | $18,500.00 | $18,500.00 |
| Change order #2 – add egress window in bedroom | 1 job | $1,450.00 | $1,450.00 |
| Allowance overage – upgraded exterior door | 1 ea | $380.00 | $380.00 |
| Permit and inspection fees (passed through) | 1 ea | $640.00 | $640.00 |
| Subtotal | $20,970.00 | ||
| Sales tax (0%) | $0.00 | ||
| Total | $20,970.00 | ||
| Deposit paid (10%) | $2,097.00 | ||
| Balance due | $18,873.00 | ||
Sales tax is left at 0% in this example because what is taxable depends on your state. Check with your state's department of revenue before adding tax.
Tips for a better construction invoice
- Bill against the payment scheduleUse the same stage names and amounts as the contract's payment schedule, so the owner or lender can approve the invoice without asking questions.
- Number every change orderA change order number on each line ties the invoice to the signed change order and prevents disputes about added work.
- Keep allowance overages separateShowing the overage on its own line explains why the total differs from the contract price.
- Attach photos of the finished stageA photo page of the completed stage is quick evidence of progress, especially when a lender releases the payment.
- Keep a running record of paymentsList earlier progress payments in the notes so each invoice shows the whole picture of the project.
How we built and tested this
This construction invoice template was written from scratch for its job and is checked by automated tests every time the site changes. Here is what it is based on and how the math is tested.
- Written for this template. The 5 extra fields, the 2 starter lines and the 20-item list of common items were written for this construction invoice template, not copied from another website.
- Exact math, tested automatically. All money is calculated in whole cents, so there are no rounding errors, in a fixed order: subtotal, discount, tax on the discounted amount, total, deposit, then balance due. The site has 72 automated tests, 33 of them for the calculation engine, and they run on every change.
- Honest examples. The example above uses made-up prices, labelled as an example, and its totals are calculated by the same code as the tool.
- No legal or tax rules stated as fact. Where rules depend on your state or country, the page says so and points to the official body to check.
Built and tested by Muhammad Zaid · Last updated
Frequently asked questions
Is this construction invoice template free?
Yes. You can create and download construction invoices as PDF, Word or Excel for free, with no sign-up and no watermark.
What is a progress invoice in construction?
A progress invoice bills one stage of a project as it is finished, following the payment schedule in the contract. The final invoice bills the last stage and shows every payment already made.
How do I show change orders on a construction invoice?
Put each approved change order on its own line with its number and a short description, and bill it when the contract says change orders are paid.
How do I bill an allowance overage?
When the owner picks an item that costs more than its allowance, bill the difference as its own line, such as "Allowance overage – flooring", so the reason for the extra amount is clear.
Does this template calculate retainage?
No. If your contract holds back retainage, state the percentage and amount in the terms or notes as the contract sets out. The template calculates the subtotal, tax, deposit and balance due.
Can I bill for materials stored on site?
Only if your contract allows it. If it does, list the stored materials as their own line and keep delivery tickets in case the owner or lender asks for them.
How do I send the invoice to my customer?
Download the PDF and attach it to an email or a text message. On phones that support it, the "Share PDF" button that appears after the download sends the file straight to Messages, WhatsApp or email. Either way the file goes from your device to the app you choose, not through our servers.
Is my information safe? Is anything uploaded?
Nothing you type is uploaded. Your invoice is filled in and turned into a PDF, Word or Excel file in your browser, on your own device, so your customer details, prices and logo never reach our servers or anyone else. Your draft, the documents in "My documents" and, if you tick "Remember my business details", your business details are saved only in this browser, and clearing your browser data removes them. The site's analytics and ads count visits and downloads but never include what you type. On a shared computer, delete your documents from "My documents" when you are done. The privacy policy has the details.
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