Free Contractor Invoice Template

Contractor invoices are often larger and more detailed than freelance invoices: clients want to see labour and materials separated, deposits deducted and extra work explained. A clear invoice prevents most payment disputes.

Typical line items

Labour (hours × hourly rate, or a fixed price per job)
Materials, itemised or as one line with receipts available
Equipment hire and skip or waste disposal
Change orders: work added after the original quote, with the date it was agreed
Less: deposit already paid (as a negative line)

Deposits and progress billing

For longer jobs, invoice in stages, for example 30% upfront, 40% at a milestone and 30% on completion. Reference the quote or contract number on each invoice and show what has already been billed, so the client can see the remaining balance.

Country notes

UK: Construction work may fall under the Construction Industry Scheme (CIS), where the contractor deducts tax from subcontractor payments, and the VAT domestic reverse charge for building services between VAT-registered businesses.
EU: Several countries apply reverse charge to construction services between businesses. Check your national rules.
Australia: Quote your ABN and issue a tax invoice if you are GST registered.

Tips

Add the site address if it is different from the client's billing address.
Put warranty terms and your payment due date in the notes.
Send the invoice the day the work is done, while it is fresh in the client's mind.

FAQ

Should I list materials separately from labour?

Yes. Separate lines make the invoice easier to approve and are useful when materials and labour are taxed differently.

How do I show a deposit on an invoice?

Add a line such as 'Less deposit paid on 1 Oct' with a negative amount, so the total shows the remaining balance.

Can I charge for extra work not in the quote?

Yes, if the client agreed to it. List it as a separate change-order line with a short description and the date it was approved.

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