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Contractor invoice template

Reviewed by Clausery editors · · 3 min read

Invoice contract work clearly - whether you are a general contractor, electrician, plumber, landscaper or other trade. Show hours, materials, change orders and any retention, then download the invoice as a printable PDF or editable Word file.

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Contractor invoices usually need to show more than a simple freelancer bill: line items for labour and materials, any change orders approved on the job, retention held back, and a clear schedule of values for progress draws. This template supports all of that using the same line-item table and calculation engine.

Fill it in online to have each line and the tax calculated for you, or download the blank Word file and fill it in Word, Google Docs or LibreOffice.

What to include#

  • Labour and materials. Separate lines for hours at a rate and for materials used on the job.
  • Change orders. Add a clear line per approved change so the client sees what they are being billed for.
  • Retention / holdback. Use the discount or a negative line only when you must; usually show retention as a separate line at the bottom.
  • Project and PO reference. Include the project address, permit or job number and any purchase order number the client issued.
  • Progress payment schedule. For draws, reference the schedule of values stage this invoice covers (for example, Rough-in - Stage 3 of 5).

How to fill it in#

  1. Step 1: Identify the job

    Put the client name, project address, job number or permit number, and a new invoice number.

  2. Step 2: Bill labour and materials separately

    Use Quantity × Rate for labour hours and per-item materials. Add change orders as their own lines.

  3. Step 3: Add tax and any retention

    Apply sales tax if required. If retention is held back, list it clearly so both sides see what is owed now vs at the end.

  4. Step 4: Set payment terms

    Due on receipt is common for smaller jobs; progress draws are usually due within 7 to 14 days.

  5. Step 5: Download and attach lien paperwork if any

    Send the PDF invoice, attaching any required preliminary notice or lien waiver for your jurisdiction.

Invoice template guide

The full list of what to include, how to number and date an invoice, and step-by-step how-to.

Freelance invoice template

Simpler format for non-trade freelance work.

Independent contractor agreement

The contract to set terms before work starts.

Bill of sale

When the job is selling equipment or other personal property.

Handyman invoice

Short jobs and smaller trades.

Construction contractor invoice

Larger builds with progress draws.

How to write an invoice

Full checklist of required fields.

Questions

Do I need a separate invoice per trade?

No. You can list different trades (labour, materials, subcontractor costs) on one invoice as long as each line is clear.

How do I show sales tax?

Turn on the tax field and enter your jurisdiction rate. In most US states contractors charge sales tax on materials and in some on labour; follow local rules.

How do I show a deposit already paid?

Use the Amount already paid field so the balance due is shown automatically, and reference the deposit invoice number in the note.

Can I attach a lien waiver?

Issue the invoice first; when payment arrives you can send a signed lien waiver along with the payment receipt for that draw.

What if a change order adds scope?

Add it as a clearly labelled line item referencing the approved change order number so the client can match it to their approval.

Browse all invoice templates →

These are general templates, not legal or tax advice. Have anything unusual reviewed for your jurisdiction.

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