Free contractor invoice template
A contractor invoice itemizes the work and materials you are charging for, identifies the job, and shows the balance your client owes. Include your business and client details, invoice number, job reference, dates, labor, materials, and agreed payment instructions.
Use the online editor to prepare a PDF for repair, installation, maintenance, or other contract work. Download for free without signing up; sign in to save and reopen the editable invoice.
Create a contractor invoiceOpens a new Classic Studio invoice. The example below is illustrative and is not inserted into your invoice.
Separate labor, materials, and a received deposit
For a small installation job, suppose you agreed to eight hours of labor at $75 per hour and four material packs at $45 each. The client has already paid a $200 deposit toward this job. Enter the labor and materials as separate line items, then enter $200 under Paid.
| Item and calculation | Amount |
|---|---|
| Installation labor 8 hours × $75.00 | $600.00 |
| Material packs 4 packs × $45.00 | $180.00 |
| Subtotal | $780.00 |
| Deposit already paid | $200.00 |
| Balance due | $580.00 |
The balance is $600 + $180 − $200 = $580. Only subtract money already received and allocated to this invoice. A requested deposit that the client has not paid belongs in the payment instructions, not in Paid.
Make the scope easy to check
Identify the job
Put the client's billing address in Bill to. Use Notes for the work-site address, job reference, and service dates. Enter a purchase order in PO number if the client supplied one.
Describe labor and materials
Name the task and units clearly. For hourly labor, use hours as quantity. For a fixed job fee, use quantity one. Describe supplied materials with their quantities and agreed prices; avoid adding them again if they are already included in a fixed fee.
Explain approved extras
List agreed extra work on its own row and reference the approval in Notes. If billing a stage of a larger job, identify that stage and charge only the amount covered by this invoice.
Prepare and review your contractor invoice
- Add your business details and the client's billing details. Choose an unused invoice number.
- Enter the issue date, agreed due date, currency, and job reference.
- Add labor, materials, and agreed extras. Check quantities and rates against the work being billed.
- Review applicable adjustments and enter any payment already received for this invoice.
- Add payment instructions in Notes or Terms, preview the invoice, and download the PDF.
Selecting a currency does not convert your prices. Use tax and business details appropriate to your work and location; the template does not determine local requirements. For more help, browse the invoicing guides.
Contractor invoice questions
Can I show labor and materials separately?
Yes. Add a row for each labor task or material item, using a clear description, quantity, and rate. The editor calculates each line amount and the invoice totals.
How do I show a deposit already paid?
Enter the received amount allocated to this invoice under Paid. It reduces the balance due. Do not enter an unpaid deposit request there or subtract the same payment on more than one invoice.
Can I use this for progress billing?
You can describe a completed stage and invoice its agreed amount. The editor does not track a contract's cumulative progress, retention, or previous applications for payment; keep those records separately and check them before billing.