Free Contractor Invoice
Template
Professional estimate template used by 50,000+ contractors. Download instantly in PDF, Excel, or Google Sheets. Fill it out in under 3 minutes.
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4500 Commerce Blvd, Dallas, TX 75201
Invoice #: INV-2026-0418 | Due: May 15, 2026
$96,451
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What Every Contractor Invoice Should Include
How to Write a Contractor Invoice in 5 Steps
Step 1: Reference the Contract
Every invoice should tie back to the original contract or estimate. Include the contract number, project name, and relevant phase. This prevents disputes and makes payment processing faster for commercial clients.
Step 2: Itemize Completed Work
List each completed phase or milestone with dates. Reference the original scope for each item. If the work matches the contract exactly, say so. If there are variations, note them and reference the approved change order.
Step 3: Document Change Orders
Change orders get their own line items with approval dates and signatures. Never bury extra work in existing line items. It invites disputes. Clear change order documentation is the #1 way to avoid payment problems.
Step 4: Calculate Retainage and Terms
Most commercial contracts hold 5-10% retainage until project completion. Show the retainage calculation, running total held, and release conditions. For residential, specify deposit credited, progress payments, and final payment terms.
Step 5: Send and Track Payment
Send invoices within 48 hours of completing a milestone. Include multiple payment options (check, ACH, credit card). For Net 30 terms, follow up at Day 15, Day 28, and Day 31. Consistent follow-up is the difference between 30-day and 90-day collections.
Average Contractor Project Costs to Benchmark Your Invoices
Use these benchmarks as starting points. Actual costs vary by region, materials, and job complexity.
| Job Type | Material Cost | Labor Cost | Total Range |
|---|---|---|---|
| Kitchen remodel (mid-range) | $15,000 – $25,000 | $10,000 – $20,000 | $30,000 – $50,000 |
| Bathroom remodel (full) | $8,000 – $15,000 | $6,000 – $12,000 | $18,000 – $30,000 |
| Room addition (200 sq ft) | $20,000 – $35,000 | $15,000 – $25,000 | $40,000 – $70,000 |
| Deck build (400 sq ft composite) | $6,000 – $12,000 | $4,000 – $8,000 | $12,000 – $22,000 |
| Basement finishing (1,000 sq ft) | $10,000 – $20,000 | $8,000 – $15,000 | $20,000 – $40,000 |
| Whole-home renovation | $40,000 – $80,000 | $30,000 – $60,000 | $80,000 – $160,000 |
Costs vary by region. Get a location-specific estimate in 6 seconds with SimplyWise AI Estimator →
Invoicing Best Practices for Contractors
Invoice immediately after milestones
Don’t wait until the end of the month. Send invoices within 48 hours of completing each phase. Delayed invoicing signals you don’t need the money, which trains clients to deprioritize your payments.
Always reference the contract
Every invoice should include the contract number, project name, and specific phase being billed. Commercial clients process dozens of invoices weekly. Make yours easy to match, approve, and pay.
Include lien waiver with every invoice
Conditional lien waivers for current invoices, unconditional for past invoices already paid. GCs and property owners expect them. Having them ready speeds up payment by 5-10 days.
Track retainage separately
Show cumulative retainage held on every invoice. Both parties should always agree on the total held. Disputes over retainage at project close are the #1 source of contractor payment conflicts.
Offer multiple payment methods
Accept ACH, credit cards, checks, and wire transfers. Every friction point costs you 5-10 days. For credit cards, build the 3% processing fee into your markup rather than adding it as a surcharge.
Send payment reminders automatically
Day 15: friendly reminder. Day 28: formal notice. Day 31: past due with late fee. Automation removes the awkwardness and ensures consistent follow-up. Most accounting software handles this.
Estimate Template vs. Estimating Software
Free
- ✓ Pre-filled line items
- ✓ PDF, Excel, Google Sheets
- ✓ Print or email to clients
- ✓ Manual updates required
- ✓ No cost database
SimplyWise App
- ✓ Photo-to-estimate in 6 seconds
- ✓ Live material pricing by ZIP code
- ✓ Professional PDF estimates + invoices
- ✓ Send directly to clients
- ✓ Track all your estimates
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