ToolbeltDocsHow to use this invoice template
- Enter your business details and logo, and add how customers can pay you under Payment details.
- Fill in who you are billing and the job address. If you made an estimate with our job estimate template, use its "Convert to invoice" button and everything carries over.
- List the labor, materials and any change orders as line items. Amounts and totals are calculated for you.
- Add tax and any deposit the customer already paid, then pick payment terms such as Net 30 to set the due date.
- Check the preview and download the invoice as a PDF, Word or Excel file, or print it.
What should a contractor invoice include?
A contractor invoice should show who is billing whom, exactly what work and materials are being charged, how much is owed after any deposit, when it is due, and how to pay. A clear invoice number and a reference to the original estimate or change orders make it easy for the customer to check and approve payment quickly.
- Your business details
- Business name, logo, phone, email and address, plus your license number if your state or city requires it on paperwork.
- Invoice number
- A unique number, usually in sequence (INV-0001, INV-0002…), so every invoice can be tracked and matched to a payment.
- Invoice date and due date
- When you issued the invoice and when payment is due, or payment terms such as Net 30 (payment due 30 days after the invoice date).
- Bill-to and job address
- The person or company paying, and where the work was done if that is a different address.
- Reference to the estimate or PO
- The estimate number, purchase order number or change order numbers this invoice relates to.
- Itemized labor and materials
- Each part of the job with quantity, unit, rate and amount, including any approved change orders.
- Subtotal, discount, tax and total
- Each step shown separately so the customer can follow the math. Tax is calculated on the price after any discount.
- Deposit paid and balance due
- Any deposit the customer already paid, subtracted from the total so the balance due is clear.
- Payment details
- How to pay you: the payee name for checks, bank transfer details, or a payment link.
Contractor invoice example
Example only Here is a filled-in example for replacing a bathroom vanity and faucet, including a small change order approved during the job to replace a corroded shutoff valve. The customer paid a 25% deposit when the job was booked. The prices are made up for illustration only — your rates, material costs and tax rules will differ.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Labor – remove old vanity, install new vanity and faucet | 5 hr | $70.00 | $350.00 |
| Vanity cabinet with top, 36 in. | 1 ea | $389.00 | $389.00 |
| Single-handle bathroom faucet | 1 ea | $129.00 | $129.00 |
| Supply lines, drain parts and sealant | 1 lot | $36.50 | $36.50 |
| Change order #1 – replace corroded shutoff valve (labor and part) | 1 job | $95.00 | $95.00 |
| Haul away and dispose of old vanity | 1 job | $40.00 | $40.00 |
| Subtotal | $1,039.50 | ||
| Sales tax (0%) | $0.00 | ||
| Total | $1,039.50 | ||
| Deposit paid (25%) | $259.88 | ||
| Balance due | $779.62 | ||
Sales tax is left at 0% in this example because whether labor and materials are taxable depends on your state. Check with your state's department of revenue before adding tax.
Tips for a better contractor invoice
- Send the invoice as soon as the job is doneAn invoice sent the same day, while the finished work is fresh in the customer's mind, is easier for them to approve and pay.
- Reference the estimate and change ordersListing the estimate number and each approved change order shows the customer exactly why the final total may differ from the original estimate.
- Make paying you easyPut every payment option you accept in the Payment details box, with the exact payee name for checks.
- Pick clear payment terms"Net 15" or a specific due date is clearer than "payable soon". Note the due date in your calendar so you can follow up on time.
- Never reuse an invoice numberSequential, unique numbers keep your records clean and make it simple to see which invoices are still unpaid.
How we built and tested this
This contractor 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 2 extra fields, the 2 starter lines and the 21-item list of common items were written for this contractor 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 contractor invoice template really free?
Yes. Creating and downloading invoices as PDF, Word or Excel is completely free, with no sign-up, no watermark and no limit. Everything you type stays in your browser and is not sent to our servers.
What does Net 30 mean on an invoice?
Net 30 means the customer has 30 days from the invoice date to pay the full amount. Net 15 and Net 60 work the same way with 15 or 60 days, and "due on receipt" means payment is expected as soon as the customer gets the invoice.
Can I turn my estimate into an invoice?
Yes. Make your estimate with the free job estimate template, then click "Convert to invoice". Your business details, customer, line items, tax and deposit carry over, and the invoice gets its own number, today's date and a due date.
How do I show a deposit the customer already paid?
Enter the deposit percentage in the "Deposit paid" box. The invoice shows the deposit as already paid and subtracts it from the total, so the customer sees the balance due.
Should a contractor invoice include sales tax?
Include sales tax if you are required to collect it for the work or materials you are billing. Whether labor, materials or both are taxable depends on your state, so check with your state's department of revenue or your accountant.
Can I download the invoice in Word, Excel or Google Docs?
Yes. Besides PDF, you can download a Word (.docx) file, an Excel (.xlsx) file with working formulas, or a Word file to upload to Google Drive and open with Google Docs.
What's the difference between an invoice and a receipt?
An invoice asks the customer to pay for work you did. A receipt confirms that a payment was received. This site makes invoices, not receipts; when the customer pays, record it in your own books or send a payment confirmation from your bookkeeping or payment app.
When should I send a contractor invoice?
Send it as soon as the job, or the agreed stage of it, is finished. The due date counts from the invoice date, so a late invoice means late payment. Use the same payment terms you agreed in the estimate or contract.
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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