Contractor Invoice Template
A free invoice template for contractors, with labor and materials on separate lines. Fill it in online and download a PDF. No account, no watermark.
Sample contractor invoice template
| Description | Qty | Price | Total |
|---|---|---|---|
| Labor: demolition and removal of old cabinets (hours) | 12 | $65.00 | $780.00 |
| Labor: cabinet installation and carpentry (hours) | 28 | $65.00 | $1,820.00 |
| Materials: cabinets and hardware (receipts attached) | 1 | $3,450.00 | $3,450.00 |
| Materials: drywall, paint and supplies | 1 | $410.00 | $410.00 |
| Disposal: dumpster rental | 1 | $375.00 | $375.00 |
Rivera Renovations LLC, 200 Main Street, Springfield. Phone (555) 010-0142. Contractor license #[your license number]. Job: kitchen remodel, 14 Oak Street. Payment terms: Net 15. Pay by bank transfer to [account details] or by check to Rivera Renovations LLC.
What to include on a contractor invoice
- Your business name, address, phone and email
- Your contractor license number, if your state or city requires one
- The client's name and the job address
- A unique invoice number, the invoice date and the due date
- Labor and materials on separate lines, with quantities and rates
- Change orders, each on its own line, with the date it was approved
- For staged jobs, which stage this invoice covers and what was already paid
- Sales tax, if your state taxes your work or materials
- The total due, the payment terms and how to pay you
In the free invoice builder, put the details that have no field of their own, such as your license number, your address and phone, and the job address, in the Notes field, as in the sample.
How to fill in this template
Open the template
Click "Use this template". The invoice builder opens with the sample lines filled in. No account needed.
Add your details
Enter your business name, your client, the invoice number and the dates. Pick one of 5 styles and a currency.
Replace the sample lines
Change each line to your own work, with a quantity and a unit price. Add a tax percentage if you charge tax.
Download the PDF
Check the preview and download the PDF. Attach it to an email to your client.
Labor and materials: list them separately
Put labor and materials on separate lines. The client can check each cost against the estimate, and you can show your hours and rate clearly.
It also matters for tax. In many US states, sales tax applies to materials but not to labor, or the other way round, and the rules differ for repair work and new construction. Check your state's rules or ask an accountant before you add tax.
Deposits and progress billing
On longer jobs, invoice in stages: a deposit before you start, progress payments at agreed milestones, and a final invoice when the work is done.
Make each stage its own invoice, and bill only that stage: for example "Deposit: 30% of the kitchen remodel" or "Progress payment 2 of 3: cabinets installed". In the Notes field, list the invoices already paid, so the client can follow the total for the job.
Invoicing as a 1099 independent contractor
If you are an independent contractor (for example a freelance designer, developer or consultant paid on a 1099), the same template works. Replace the labor and materials lines with your hours or project fee.
You do not need to put your Social Security number on the invoice. US clients usually ask for your taxpayer ID on Form W-9 instead, so they can file a Form 1099-NEC at the end of the year.
- Your legal name or business name, as on your W-9
- The project, the dates worked and your rate
- Hours or a fixed fee per deliverable
- Payment terms, such as Net 15 or Net 30
Frequently asked questions
What should a contractor invoice include?
Your business details and license number if required, the client and job address, an invoice number and dates, labor and materials on separate lines, change orders, what was already paid on staged jobs, any sales tax, the total, the payment terms and how to pay.
Is this contractor invoice template free?
Yes. Fill it in and download the PDF for free. You do not need an account, and the PDF has no watermark.
How do I handle a deposit on a contractor invoice?
Send the deposit as its own invoice before the work starts. On each later invoice, bill only the next stage of the job, and list the payments already received in the Notes field so the client can follow the total.
Should contractors charge sales tax on invoices?
It depends on your state and the type of work. Some states tax materials, some tax labor, and some treat repairs and new construction differently. Check with your state tax agency or an accountant.
How do I invoice as a 1099 independent contractor?
Use the same template: your name or business name, the client, an invoice number and dates, your hours or project fee, the total and your payment terms. Give the client your taxpayer ID on Form W-9, not on the invoice.
Can I send the invoice and reminders from Due On Time?
Download the PDF and email it yourself for free. On the Starter plan, Due On Time emails the invoice for you, shows when the client opens it and sends automatic payment reminders.
After you send the invoice
Work out the due date with the net 30 calculator. If the client pays late, use the payment reminder email templates. Or let Due On Time email the invoice and send the reminders for you. Compare plans.