Invoice Template for Contractors
Construction billing lives and dies on the labor/materials split. Clients want to see what they paid for hands and what they paid for goods; many jurisdictions tax them differently; and disputes almost always start with a lump sum someone couldn’t decompose.
This template keeps labor, materials, equipment, and subcontracted work on separate lines, supports progress billing against a contract total, and shows retainage transparently, the format general contractors, homeowners, and their lenders all expect.
What to include on this invoice
- Job site address and permit number where applicable
- Labor: crew hours or unit pricing per task
- Materials with quantities, actual or allowance-based
- Equipment rental and subcontractor lines
- Progress: contract total, % complete, previously billed
- Retainage withheld and change-order references
Example line items
| Item | Description |
|---|---|
| Framing labor | Crew of 3, 5 days, second-floor addition |
| Materials: lumber package | Per attached supplier invoice, at cost +10% |
| Equipment rental | Mini excavator, 2 days |
| Change order #2 | Upgraded window package per signed CO |
Billing tips
Bill against signed change orders only, verbal extras are where margins go to die.
Show "previously billed" and "balance to finish" on every progress invoice; it builds lender confidence.
Photograph completed stages and reference the photos; visual proof shortens payment cycles.
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Frequently asked questions
How does progress billing work on a contractor invoice?
You bill a percentage of the contract total as stages complete, showing contract value, work completed to date, amounts previously billed, and retainage withheld. Each invoice is a snapshot of that running ledger.
What is retainage?
A percentage (commonly 5–10%) the client withholds from each progress payment until final completion. Show it as a visible deduction so your receivables stay accurate.
Should I mark up materials?
A 10–20% markup on materials is standard and covers procurement time and warranty risk, but state your basis (cost-plus or allowance) in the contract and keep supplier invoices available.
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