Contractor Invoice Template
A free invoice template built for how contractor jobs actually get billed — itemized materials, labor by crew, equipment rental, and a progress payment with the deposit already applied, each its own line instead of one number a client has to take on faith.
Rourke Contracting LLC
Invoice #CN-1147 · Basement remodel — Phase 2 of 3
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Materials — framing lumber, drywall & insulation | 1 | $2,180.00 | $2,180.00 |
| Materials — LVP flooring | 420 sq ft | $3.25 | $1,365.00 |
| Labor — framing & drywall crew (2 carpenters) | 24 hrs | $68.00 | $1,632.00 |
| Equipment rental — scissor lift | 3 days | $145.00 | $435.00 |
| Subtotal — Phase 2 | $5,612.00 | ||
| Sales tax (materials only, 6%) | $212.70 | ||
| Less: deposit applied | −$1,500.00 | ||
| Balance due | $4,324.70 | ||
Phase 2 of 3 on the signed contract (framing & rough-in complete). Phase 3 — finishes & final walkthrough — bills separately on completion.
No signup needed to build and preview it — download as a PDF when you’re done.
What to include on a contractor invoice
Contractor jobs mix several different kinds of charges — materials you bought, labor from more than one trade, rented equipment, and payments already collected. Keeping each on its own line is what keeps a progress bill from turning into a dispute over the phone.
Materials, itemized with quantities
List lumber, fixtures, flooring, and hardware as separate lines with quantity and unit price — not one “materials” lump sum — so a client can see what they're paying for and you have a record to match against supplier receipts.
Labor broken out by crew or trade, with hours
Show hours worked and the rate for each trade on the job — framing, drywall, electrical — instead of a single labor number. It's the line a client checks against the estimate, and it's your paper trail if a dispute ever comes up.
Equipment and tool rental
A scissor lift, dumpster, or generator rented for the job is a real cost, not overhead. Put the rental period and daily or weekly rate on its own line so it doesn't get buried in “miscellaneous.”
Deposit applied against the total
If the client already paid a deposit before work started, show it as a credit line on this invoice — the deposit amount, subtracted from the subtotal — so the balance due is the actual amount still owed, not the full job price again.
Which phase of the contract this bill covers
For a multi-phase job, state plainly which milestone or percentage of the contract this invoice represents (for example, “Phase 2 of 3 — framing complete”), so progress billing lines up with the payment schedule in your contract.
Change orders and permit fees, called out separately
Any work added after the original estimate should show as its own change-order line with the date it was approved. Permit fees you paid on the client's behalf belong on their own line too, passed through at cost.
Sample line items for a contractor invoice
A typical remodel progress bill, itemized the way a client actually expects to see it — materials, labor by crew, equipment rental, which phase of the contract it covers, and any deposit already applied.
| Line item | Typically billed as | Example rate |
|---|---|---|
| Materials — framing lumber, drywall & insulation | Itemized, per material list | Cost + your markup |
| Materials — flooring (per sq ft) | Quantity × unit price | $2.50–$6/sq ft |
| Labor — by crew or trade, hourly | Hours × crew rate | $55–$95/hr per worker |
| Equipment / tool rental | Daily or weekly rate, at cost | $100–$250/day |
| Progress billing (phase of contract) | % of total contract price | e.g. 30/30/30/10 split |
| Deposit applied | Credit against this invoice | Shown as a subtraction |
Rates above are examples only — set your own on each invoice.
Contractor invoicing tips
Bill in phases, tied to a written payment schedule
Set the split up front in your contract — for example 30% deposit, 30% at framing, 30% at drywall, 10% on completion — and label every invoice with which phase it covers. Clients dispute progress bills far less when the schedule was agreed before the first shovel hit the ground.
Size the deposit to your material costs, not a round number
A deposit that covers what you'll spend on lumber, fixtures, and rentals before the first progress payment protects you if a job stalls or a client cancels early. Some states require deposits over a certain amount to be held in a trust account — check your state's contractor licensing rules.
Confirm how your state taxes materials versus labor
Sales tax on contractor work is inconsistent state to state — some tax materials but exempt labor on real-property improvements, others tax the full invoice. Note your contractor license number on the invoice if your state requires it, and keep lien-waiver language ready for any invoice tied to a payment that releases a mechanic's lien.
Running a contracting business day to day and want more than a single template? See SendBilling for contractors for estimate-to-invoice conversion, deposits, and progress billing in one place, or browse the full invoice templates hub for other trades.
Contractor invoice questions
Is this contractor invoice template really free?
Yes. There's no signup or payment required to preview or build one. Fill in your job details on the free invoice generator and download the finished invoice as a PDF whenever you're ready.
Can I show progress billing and a deposit applied on the same invoice?
Yes — that's exactly how this template is laid out. State which phase of the contract the invoice covers, itemize materials, labor, and equipment for that phase, then subtract any deposit already collected so the balance due is accurate.
Does this download as a Word or Excel file?
No. SendBilling doesn't offer Word, Excel, or Google Docs template files. You fill in your invoice online using the free invoice generator, and it downloads as a finished PDF — no template file to reformat or fight with.
Bill your next progress payment in minutes, not a spreadsheet.
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Updated July 2026