ClauseryContractor invoice template
A construction invoice has to show the client what they are paying for: hours on site, materials, permits and any change agreed after the contract was signed. This template starts with those lines and works out the totals.
Opens with the lines below already in. Add your prices; the subtotal, tax and total are calculated, and your next invoice starts with your business details and the next number.
No sign-up. Your answers stay in your browser. Who it is for: General contractors, builders, renovators and subcontractors billing a homeowner, a property manager or a main contractor. · Updated
Example: a contractor invoice
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Labour (hours) | 40 | $65.00 | $2,600.00 |
| Materials, as itemised on the attached list | 1 | $3,240.00 | $3,240.00 |
| Equipment rental | 1 | $450.00 | $450.00 |
| Permit and inspection fees | 1 | $380.00 | $380.00 |
| Approved change order | 1 | $1,200.00 | $1,200.00 |
| Subtotal | $7,870.00 | ||
What to put on a contractor invoice
Every invoice needs your details, the client's, an invoice number, the date, what you charged and when payment is due (see how to write an invoice). For contractor work, also:
- Labour and materials on separate lines. Clients and lenders often want to see them apart, and it makes markups on materials easy to explain.
- The job site address and a short description of the work, next to the client's billing address, so the invoice matches the right project.
- Each approved change order as its own line, with the change order number, so nothing looks like a surprise charge.
- Your contractor licence number with your business details, if your licence has to appear on paperwork where you work.
- Any amount held back as retainage until the job is signed off, and when it becomes due.
Getting paid
- Bill in stages (deposit, rough-in, completion) rather than one invoice at the end; each stage invoice is smaller and easier to approve.
- In the US, clients and lenders often ask for a lien waiver with each payment; say on the invoice which waiver you will provide once paid.
- Put the payment due date on every invoice, and a late fee if your contract allows one.
Before the work: the paperwork
An invoice is easier to get paid when it points back to something the client signed. Use the free subcontractor agreement to agree the price, scope and payment terms first, and the change order form or the price quote when you need them.
Guide: What is a change order? How to handle scope changes
Questions
Should materials be marked up on a contractor invoice?
Many contractors add a markup to materials to cover buying, collecting and storing them. Whatever you do, follow your contract: if it says materials are billed at cost, attach the receipts.
How do I bill a change order?
Get the change signed first, with its price. Then add it to the next invoice as its own line, quoting the change order number. Clausery has a free change order form that works out the new contract total.
Can I invoice before the job is finished?
Yes, if your contract has a payment schedule. Progress invoices for each stage are normal in construction and keep your cash flow steady on longer jobs.
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General information, not legal or tax advice. Rules on what an invoice must show vary by country and trade; check yours.