Free Contractor Invoice Template

Start with your business name, contact info, and logo at the top. Add your client's name and address, then assign a unique invoice number and today's date. List each service as its own line item - include a short description, hours or quantity, and the rate. Add up the subtotal, apply tax if it applies, subtract any deposit the client already paid, and show the total due. Set a clear due date (Net 15 or Net 30 is standard) and list how you accept payment. That's it - send it as a PDF or use a free invoice generator like this one to skip the formatting.

Every contractor invoice needs: your business info (name, address, phone, email, and license number if required), client details (name, company, and address), invoice number and date, line items (each service or material with description, quantity, rate, and line total), labor and materials listed separately, tax with the rate stated, the total amount due, payment terms (due date, payment methods, late fee policy), and any notes or warranty terms your contract references.

Common options: Due on receipt (best for small jobs), Net 15 (good middle ground), Net 30 (standard for larger commercial work), 50/50 split (half upfront as a deposit, half on completion), or progress billing (invoice at each milestone). Whichever you pick, include the terms on the invoice itself and add a late fee clause - 1.5% per month is typical. Clients pay faster when the consequences are visible.

An estimate goes out before the work starts - it's your best projection of cost. It's not a bill and the final number can change if the scope changes. An invoice goes out after the work is done (or at an agreed milestone) and is a formal request for payment based on the actual work completed. Many contractors send an estimate first, get approval, do the work, then convert it into a final invoice.

No - the 1099 form isn't something you put on your invoice. Your client files a 1099-NEC with the IRS if they pay you $600 or more in a calendar year. Your job is to give them a W-9 with your tax ID when they ask. What you should put on your invoice is your business name (or legal name), EIN or SSN only if the client requires it for their records, and clear line items so their accountant can categorize the expense.

As soon as the work is done - or as soon as you hit the milestone your contract specifies. For project-based work: invoice immediately after completion or client sign-off. For progress billing: invoice at each agreed milestone. For retainer or recurring work: pick a consistent date (the 1st or 15th of each month) and send it every time. Make invoicing part of your job closeout, not a separate chore.

Keep them separate - always. Clients push back on lump-sum invoices because they can't see what they're paying for. For labor, create a line item for each type of work with a brief description, hours worked, and your hourly rate (or a flat rate and what it covers). For materials, list each item with quantity, unit cost, and total. If you mark up materials (most contractors add 15–25% to cover procurement and handling), state the markup clearly - hiding it in inflated unit prices causes disputes.

For deposits: show the full project total, then subtract the deposit as a credit with the date received so the client sees the original scope and exactly how much is still owed. For retainage (the 5–10% held until final inspection): show it as a separate deduction on each progress invoice, then send a final retainage release invoice once the job is signed off. Check your state's retainage laws - many states cap the percentage and set deadlines for when it must be released.

Yes, with some adjustments. The core structure stays the same - your info, client info, invoice number, line items, total, payment terms. What changes is the line item detail. General contractors need space for subcontractor costs and change orders. HVAC and plumbing contractors typically include equipment models and warranty terms. Cleaning contractors often bill by square footage or room count. Landscaping contractors may separate recurring maintenance from one-time project work.

Start polite, escalate gradually. Day 1 past due: send a friendly reminder and reattach the invoice - most late payments are just people forgetting. Day 7–14: follow up again, reference your payment terms, and mention the late fee if your contract includes one. Day 30: send a formal past-due notice with the original amount, any accrued late fees, and a firm deadline. Day 45+: consider a demand letter, mechanic's lien (if applicable), or small claims court. The best fix is prevention: require deposits before starting, invoice immediately when the job is done, and use automatic payment reminders.