Contractor Invoice Template: Free Example for Trades and Construction

A contractor invoice is the bill a builder, tradesperson or independent contractor sends when a job, or a stage of a job, is done. A good contractor invoice template separates labour from materials, shows any deposit already paid and makes the balance and due date impossible to miss. You can fill in a free contractor invoice in the invoice generator and download it as a PDF without signing up.

What to include on a contractor invoice

• Your business details: name, address, phone, email and any licence or registration number
• Client details: name, billing address and the job site address if it is different
• Invoice number and dates: invoice date, due date and the dates the work was carried out
• Job description: a short summary, such as Kitchen extension, phase 1
• Labour: hours and hourly rate, or a fixed price per task
• Materials: each item or a grouped total, ideally matching your receipts
• Other costs: equipment hire, skips, permits or call out fees
• Tax: sales tax or VAT if you are registered
• Deposits and payments: anything already paid and the balance left
• Payment terms and methods: due date, bank details and any late fee policy

Contractor invoice example

Here is a sample invoice for a bathroom refit where the client paid a deposit at the start:

Description	Qty	Rate	Amount
Labour, strip out and refit	32 hrs	$55.00	$1,760.00
Bathroom suite (supply only)	1	$1,150.00	$1,150.00
Tiles, adhesive and grout	1	$480.00	$480.00
Skip hire	1	$210.00	$210.00
Total			$3,600.00
Deposit paid 6 Oct			($1,000.00)
Balance due			$2,600.00

Add the job site address and the dates worked in the notes, and put your payment details at the bottom.

Labour and materials: show them separately

Clients trust an invoice they can check. Listing labour and materials on separate lines shows where the money went and makes it easier to answer questions. It also helps if a client disputes part of the bill, because the rest of the invoice still stands. If you add a markup to materials, agree it in your quote first so it is not a surprise.

Deposits and progress billing

Longer jobs are usually billed in stages rather than with one invoice at the end. A common pattern is:

Stage	Typical share	When to invoice
Deposit	10% to 30%	Before work starts, often to cover materials
Progress payment	30% to 50%	At an agreed milestone, such as first fix
Final payment	The balance	On completion and sign off

For the deposit, many contractors send a proforma invoice. On each later invoice, show the payments already received so the balance is always clear. Agree the stages in writing before you start.

Payment terms for contractors

Homeowners usually pay on completion, so Due on receipt or Net 7 works well. Commercial clients and main contractors often expect Net 30. Whatever you choose, write the exact due date on the invoice. Our guide to invoice payment terms explains each option.

How to make a contractor invoice for free

1. Open the free invoice generator and add your business details and logo.
2. Add the client and put the job site address in the notes or the Ship to field.
3. Enter labour, materials and other costs as separate line items.
4. Add tax if you charge it, and enter any deposit in Amount paid.
5. Set your payment terms, pick a template and download the PDF.

Save the invoice to your history, then use Duplicate for the next stage of the same job so you only change what is new.

Tips to get paid faster as a contractor

• Invoice the same day you finish, while the client is happy with the work
• Take a deposit on every job over a set size
• Include bank details and accept card or transfer
• Follow up politely the day after the due date. See how to chase an unpaid invoice

Frequently asked questions

How do I write an invoice as a contractor?

Add your business and client details, an invoice number and dates, describe the job, list labour and materials separately, add tax, show any deposit paid and state the balance due and payment terms.

Should contractors charge for materials separately?

Yes. Showing materials on their own lines makes the invoice easy to check and helps if a client questions part of the bill.

How much deposit should a contractor ask for?

Many contractors ask for 10% to 30% upfront, especially when materials must be bought before the job starts. Check any local rules that limit deposits.

Is there a free contractor invoice template?

Yes. The free invoice generator on this site works as a contractor invoice template with labour, materials, tax and deposits, and downloads as a PDF with no sign up.