What’s on this contractor invoice template
The PDF is a printable US letter invoice laid out for building and trade work. It includes:
- Your business details with a field for your contractor license number.
- Invoice number, invoice date, due date and payment terms.
- Bill-to details and a separate job site address.
- Line items with a type column, so each line is marked as labor (L) or materials (M).
- Subtotal, tax, deposit received and balance due.
- Payment instructions and a notes box for warranty or change-order details.
Contractor invoice example
The example below is a deck repair where the customer paid a $500 deposit up front. Amounts are illustrative, before any tax.
| Description | Qty | Amount |
|---|---|---|
| Deck board and joist repair (labor) | 14 h × $65 | $910.00 |
| Pressure-treated lumber | 1 × $420 | $420.00 |
| Fasteners and hardware | 1 × $65 | $65.00 |
| Debris removal and disposal | 1 × $80 | $80.00 |
Job site: 18 Larch Court. Please use INV-2047 as your payment reference.
Labor is on its own line with the hours and rate, materials are listed separately, and the deposit appears as a payment already received rather than being quietly subtracted from the labor. The customer can check every number, and the balance due is the only figure they need to pay.
How to fill in the contractor invoice template
- Add your license number if your state or city requires it on invoices.
- Use the job site address as well as the billing address, so the invoice matches the job in both of your records.
- Mark each line L or M. Labor and materials are often taxed differently, and customers ask about them separately.
- Add change orders as their own lines with a short note, such as “extra joist replacement approved 15 Oct.”
- Subtract the deposit as a payment received and write the balance due clearly.
- State the due date and how to pay. A date beats “Net 30” on its own.
Getting contractor invoices paid
Invoice the day you finish, while the work is fresh and the customer is pleased with it. For bigger jobs, agree on progress payments in the estimate, for example a deposit to book, a payment when materials arrive, and the balance on completion. Each payment is then recorded against the same invoice instead of creating a new bill each time; the partial payment guide shows how that looks.
Billing from the truck? The contractor invoice app keeps your labor rates and materials saved, records deposits, and sends the finished PDF from your phone. For small repair visits, the handyman invoice template may fit better.
Questions
Do I need my license number on a contractor invoice?
Some states and cities require licensed contractors to show their license number on contracts, invoices or advertising. Check your licensing board’s rules; the template has a field for it either way.
How should I list materials on a contractor invoice?
Give each material its own line with a quantity and unit price, or group small items such as fasteners into one line. If you add a markup, build it into the unit price rather than showing it as a mystery charge.
