A contractor invoice lists your business details, the client and job site, an invoice number, dates, the job or PO number, labor and materials on separate lines, any change orders, the deposit already paid, sales tax if it applies, the balance due, and your payment terms.
Download the free template below in Word, PDF or Excel, or fill it in online and download a PDF in about two minutes, without signing up.
Free Contractor Invoice Template (Word, PDF, Excel)
Use the filled-in example to see how labor, materials and a deposit are laid out, or the blank version for your own job.
The online editor opens with labor, materials, equipment rental, disposal, permit and change-order lines. Add a quantity to any line you want to charge and download your PDF.
The Word file opens in Word, Google Docs (File → Open → Upload), Pages and LibreOffice. The spreadsheet works out the totals, tax and balance after a deposit.
What to include on a contractor invoice
Contractor invoice example (filled-in sample)
This is the example from the PDF above: a contractor in Austin billing a property management company for a bathroom remodel, after taking a $1,000 deposit.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Labor — bathroom remodel (hours) | 32 | $65.00 | $2,080.00 |
| Materials — tile, grout, fixtures (at cost) | 1 | $1,240.00 | $1,240.00 |
| Tile saw rental (days) | 2 | $45.00 | $90.00 |
| Debris removal and disposal | 1 | $150.00 | $150.00 |
| Subtotal | $3,560.00 | ||
| Deposit received (Oct 20) | −$1,000.00 | ||
| Balance due (USD) | $2,560.00 | ||
Notes used in the example: "Payment due within 15 days (Net 15). ACH or check payable to Rivera Home Services LLC. Please include invoice number RHS-2026-118 and PO 7731 with your payment. Work completed Oct 21–31, 2026. Material receipts available on request."
Independent contractor invoice (1099)
If you're a freelancer or consultant paid as an independent contractor, your invoice is simpler: no materials, just your services.
- Describe the work by project or period — "Website redesign, phase 2" or "Bookkeeping services — October 2026", with hours × rate or a fixed fee.
- Bill the full amount. Clients don't withhold income tax from an independent contractor, so there is no tax deduction line.
- Expect a W-9 request. The IRS tells businesses that the first step with a new contractor is to have them complete Form W-9, which gives the client your name and taxpayer identification number. That's where your SSN or EIN goes, not on the invoice.
- 1099-NEC at year end. A business reports what it paid you on Form 1099-NEC once the total reaches the IRS threshold: $600 for payments made before 2026, $2,000 for payments made in 2026.
The consultant invoice template and the web development invoice template have line items for service work if those fit you better.
Construction contractor invoices
Labor and materials
Keep labor and materials on separate lines. Say whether materials are "at cost" or include your markup, the way your estimate or contract set it out, and keep receipts in case the client asks.
Deposits and progress billing
On larger jobs, invoice in stages: a deposit to start, then one invoice per milestone (rough-in, finish, completion). Show the deposit or earlier payments as a line taken off the total, so every invoice says exactly what's still owed. If your contract holds back a percentage until completion (retainage), show it the same way.
Change orders
Bill each approved change order on its own line with its number or approval date, for example "Change order #2 — add exhaust fan (approved Oct 24)". Get the change approved in writing before you do the work.
Sales tax
Whether you charge sales tax on construction labor or materials depends on your state, and sometimes on the type of job. Check your state's rules; if tax applies, show it on its own line below the subtotal.
Subcontractor invoices (UK and Australia)
- UK (CIS): under the Construction Industry Scheme, the contractor deducts 20% from your payments if you're registered, or 30% if you're not, and passes it to HMRC. They don't deduct from VAT, plant hire, consumables, or materials you paid for, so show labour and materials on separate lines, keep material receipts, and give the contractor your UTR and trading name. See the UK invoice template for the general invoice rules.
- Australia: show your ABN on every invoice, and if you're registered for GST, issue a tax invoice. The Australian tax invoice template covers what it must include.
How to create a contractor invoice online
Open the template
Open the contractor invoice template. It starts with labor, materials, rental, disposal, permit and change-order lines. No sign-up is needed to try it.
Add your business details and logo
Saved automatically for every future invoice.
Add the client and job
The client's details, plus the job site and PO number in the notes.
Fill in labor and materials
Hours and rates, materials, and any change orders. Add sales tax if your state requires it, and write any deposit already paid in the notes.
Download the PDF or email it
Download a PDF or email it to your client straight from the app.
How contractors get paid faster
- Take a deposit before you buy materials.
- Invoice the day you finish each stage, not at the end of the month.
- Include the PO number — accounts payable teams often can't pay without it.
- Follow up on a schedule — here are payment reminder emails you can copy, or let Pro send reminders automatically 1, 7 and 14 days after the due date.
Free invoice generator for contractors
- Professional PDF with your logo
- Email invoices to clients straight from the app
- Track status — draft, unpaid, paid, overdue
- Saved clients, and one-click duplicate for repeat jobs
- Automatic payment reminders 1, 7 and 14 days after the due date (Pro)
The free plan includes 3 invoices with no credit card. Pro is $9 a month for unlimited invoices. It doesn't do estimates, scheduling or card payments; if you need those, field-service software is the better fit.
This is general information, checked on 27 October 2026, not tax or legal advice. Check your state's rules, or HMRC or the ATO, for your situation.
Ready to bill your next job?
Labor, materials and change orders, ready to fill in. No sign-up needed to try it.
Open the Contractor TemplateFrequently asked questions
What should a contractor invoice include?
Your business name and contact details (and license number if your trade or state requires one), the client's name and the job site address, a unique invoice number, the invoice date and due date, the job name or PO number, labor and materials on separate lines, any change orders, deposits or progress payments already received, sales tax if it applies, the balance due, and how to pay.
How do I invoice as an independent contractor?
Send an invoice for each project or billing period with your name or business name, the client's details, an invoice number, dates, a description of the work with hours or fixed fees, and your payment terms. No tax is withheld from your pay, so the invoice shows the full amount. Clients usually ask you for Form W-9 first, which gives them your taxpayer identification number; you don't need to put your Social Security number on the invoice.
Will my client send me a 1099-NEC?
A business that pays you for services reports it on Form 1099-NEC once the total reaches the IRS threshold: $600 for payments made before 2026, and $2,000 for payments made in 2026. You still report all your income, whether or not you receive a 1099.
Should materials be on a separate line from labor?
Yes. Clients want to see what they paid for, and separate lines make change orders and disputes easier. In the UK it also matters for tax: under the Construction Industry Scheme, contractors don't take deductions from materials you paid for, VAT or plant hire, so subcontractors show labour and materials separately.
How do I invoice a change order?
Put each approved change order on its own line with its number or date and a short description, for example "Change order #2 — add exhaust fan (approved Oct 24)". Get the change approved in writing before you do the work.
Is there a free contractor invoice template in Word?
Yes. The Word template on this page (.docx) opens in Microsoft Word, Google Docs, Pages and LibreOffice. There is also a blank PDF, a filled-in example, an Excel spreadsheet that calculates labor, materials, tax and the balance after a deposit, and an online editor that opens with contractor line items ready.