Billed

Construction Progress Invoice Template

A progress invoice for billing a construction contract by schedule of values, with % complete, this period's work, retainage and previous payments, in PDF, Word and Excel

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Quick answer:A construction progress invoice bills the owner for the work completed so far against a contract. It lists the schedule of values line by line: scheduled value, % complete, previously billed, this period and completed to date. Then it takes off the retainage rate set in the contract and the payments already received to reach the amount due for the period. It's different from an estimate, which prices work before the contract. Retainage, prompt-payment and lien rules depend on where the project is. This page has one construction progress invoice as a blank PDF plus Word and Excel files with a sample application.

PROGRESS INVOICE

Contractor

Business name:
Example Builders LLC
Address:
500 Example Parkway, Sampletown
Phone / email:
[Phone or email]
License no.:
[License no., if required where you work]

Invoice details

Invoice no.:
PB-0606
Invoice date:
Dec 1, 2026
Payment terms:
Net 30
Due date:
Dec 31, 2026
Application no.:
6
Period to:
Nov 30, 2026

Bill to (owner)

Owner:
Example Medical Group LLC
Attention:
[Owner's representative]
Address:
75 Sample Boulevard, Sampletown
Email:
[Email]

Project and contract

Project:
Tenant fit-out, Suite 120
Project address:
200 Sample Avenue, Suite 120, Sampletown
Contract date:
Jun 15, 2026
Original contract sum:
248,000.00
Net change by change orders:
6,500.00
Contract sum to date:
254,500.00

Schedule of values

  • Description of work: General conditionsCompleted to date: 10,800.00
    Scheduled value:
    18,000.00
    % complete:
    60%
    Previously billed:
    7,200.00
    This period:
    3,600.00
  • Description of work: DemolitionCompleted to date: 12,500.00
    Scheduled value:
    12,500.00
    % complete:
    100%
    Previously billed:
    12,500.00
    This period:
    0.00
  • Description of work: Framing and drywallCompleted to date: 34,500.00
    Scheduled value:
    46,000.00
    % complete:
    75%
    Previously billed:
    23,000.00
    This period:
    11,500.00
  • Description of work: ElectricalCompleted to date: 19,000.00
    Scheduled value:
    38,000.00
    % complete:
    50%
    Previously billed:
    11,400.00
    This period:
    7,600.00
  • Description of work: PlumbingCompleted to date: 9,600.00
    Scheduled value:
    24,000.00
    % complete:
    40%
    Previously billed:
    4,800.00
    This period:
    4,800.00
  • Description of work: HVACCompleted to date: 18,450.00
    Scheduled value:
    41,000.00
    % complete:
    45%
    Previously billed:
    8,200.00
    This period:
    10,250.00
  • Description of work: Doors, frames and hardwareCompleted to date: 4,400.00
    Scheduled value:
    22,000.00
    % complete:
    20%
    Previously billed:
    0.00
    This period:
    4,400.00
  • Description of work: Finishes: paint, flooring and ceilingsCompleted to date: 4,650.00
    Scheduled value:
    46,500.00
    % complete:
    10%
    Previously billed:
    0.00
    This period:
    4,650.00
  • Description of work: Change order 1: added storefront doorCompleted to date: 3,250.00
    Scheduled value:
    6,500.00
    % complete:
    50%
    Previously billed:
    0.00
    This period:
    3,250.00
Total completed to date
117,150.00
Less: retainage (10%)
11,715.00
Total earned less retainage
105,435.00
Less: previous payments
60,390.00
Amount due
45,045.00

How to pay

Accepted methods:
Bank transfer, ACH or check
Account name:
[Account name]
Bank details:
[Bank name, account and routing numbers]
Payment reference:
Invoice PB-0606, application 6

Billing notes

  • Work completed this period: 50,050.00, the total of the This period column.
  • Retainage is held at 10% of the work completed to date, as set out in the contract (a sample rate).
  • Previous payments: applications 1 to 5, 60,390.00 received.
  • Change order 1 (added storefront door, 6,500.00) was approved on Oct 8, 2026.

Please quote the invoice and application numbers with your payment.

Construction progress invoice: sample preview. Download it below.

Key Features

Everything you need in a professional invoice template.

Invoice details with application number and the end date of the billing period
Project and contract block: original contract sum, net change by change orders and contract sum to date
Schedule of values: scheduled value, % complete, previously billed, this period and completed to date on each line
"Less: retainage" as a percentage of the total completed to date, with its own rate cell
"Less: previous payments" and the amount due for the period
Billing notes for this period's total, retainage, previous payments and change orders
Blank PDF, plus Word and Excel files with a sample application; in Excel, completed to date and this period are formulas

Download the invoice template

The PDF is a blank invoice to print and fill in by hand. The Word and Excel files contain the sample details shown in the preview, ready for you to replace with your own. In the Excel file, each line amount is a formula: "Scheduled value" × "% complete". The subtotal, discount, total and amount due are formulas too. The amount due is the total minus the previous payments. The discount rate sits in its own cell, so you can change it.

PROGRESS INVOICE

Contractor

Business name:
Example Builders LLC
Address:
500 Example Parkway, Sampletown
Phone / email:
[Phone or email]
License no.:
[License no., if required where you work]

Invoice details

Invoice no.:
PB-0606
Invoice date:
Dec 1, 2026
Payment terms:
Net 30
Due date:
Dec 31, 2026
Application no.:
6
Period to:
Nov 30, 2026

Bill to (owner)

Owner:
Example Medical Group LLC
Attention:
[Owner's representative]
Address:
75 Sample Boulevard, Sampletown
Email:
[Email]

Project and contract

Project:
Tenant fit-out, Suite 120
Project address:
200 Sample Avenue, Suite 120, Sampletown
Contract date:
Jun 15, 2026
Original contract sum:
248,000.00
Net change by change orders:
6,500.00
Contract sum to date:
254,500.00

Schedule of values

  • Description of work: General conditionsCompleted to date: 10,800.00
    Scheduled value:
    18,000.00
    % complete:
    60%
    Previously billed:
    7,200.00
    This period:
    3,600.00
  • Description of work: DemolitionCompleted to date: 12,500.00
    Scheduled value:
    12,500.00
    % complete:
    100%
    Previously billed:
    12,500.00
    This period:
    0.00
  • Description of work: Framing and drywallCompleted to date: 34,500.00
    Scheduled value:
    46,000.00
    % complete:
    75%
    Previously billed:
    23,000.00
    This period:
    11,500.00
  • Description of work: ElectricalCompleted to date: 19,000.00
    Scheduled value:
    38,000.00
    % complete:
    50%
    Previously billed:
    11,400.00
    This period:
    7,600.00
  • Description of work: PlumbingCompleted to date: 9,600.00
    Scheduled value:
    24,000.00
    % complete:
    40%
    Previously billed:
    4,800.00
    This period:
    4,800.00
  • Description of work: HVACCompleted to date: 18,450.00
    Scheduled value:
    41,000.00
    % complete:
    45%
    Previously billed:
    8,200.00
    This period:
    10,250.00
  • Description of work: Doors, frames and hardwareCompleted to date: 4,400.00
    Scheduled value:
    22,000.00
    % complete:
    20%
    Previously billed:
    0.00
    This period:
    4,400.00
  • Description of work: Finishes: paint, flooring and ceilingsCompleted to date: 4,650.00
    Scheduled value:
    46,500.00
    % complete:
    10%
    Previously billed:
    0.00
    This period:
    4,650.00
  • Description of work: Change order 1: added storefront doorCompleted to date: 3,250.00
    Scheduled value:
    6,500.00
    % complete:
    50%
    Previously billed:
    0.00
    This period:
    3,250.00
Total completed to date
117,150.00
Less: retainage (10%)
11,715.00
Total earned less retainage
105,435.00
Less: previous payments
60,390.00
Amount due
45,045.00

How to pay

Accepted methods:
Bank transfer, ACH or check
Account name:
[Account name]
Bank details:
[Bank name, account and routing numbers]
Payment reference:
Invoice PB-0606, application 6

Billing notes

  • Work completed this period: 50,050.00, the total of the This period column.
  • Retainage is held at 10% of the work completed to date, as set out in the contract (a sample rate).
  • Previous payments: applications 1 to 5, 60,390.00 received.
  • Change order 1 (added storefront door, 6,500.00) was approved on Oct 8, 2026.

Please quote the invoice and application numbers with your payment.

Construction progress invoice

A progress invoice for a construction contract: the contract sum, a schedule of values with each line's scheduled value, percent complete, previously billed, this period and completed to date, a retainage rate cell, previous payments and the amount due for the period.

A request for payment — shows the amount due

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What a construction progress invoice is for

A construction progress invoice bills the owner for the work completed so far on a contract, once for each billing period your contract sets. It doesn't price new work. It measures progress against prices already agreed in the contract.

For each line of work, you show what the line is worth, how far along it is, what you've already billed and what this period adds. Then the agreed retainage and the payments already received come off, which leaves the amount due for this period.

That makes it a different document from an estimate:

Once the contract is signed, its schedule of values becomes the basis for every progress invoice.

What's on the progress invoice

  • Contractor: business name, address, phone or email, and a "License no." line (in the Word and Excel files its placeholder reads "[License no., if required where you work]")
  • Invoice details: invoice number, invoice date, payment terms, due date, "Application no." and "Period to", the date the billing period ends
  • Bill to (owner): owner, attention, address and email
  • Project and contract:
    • project and project address;
    • contract date;
    • "Original contract sum", "Net change by change orders" and "Contract sum to date".
  • Schedule of values: one row per line of work, with the columns "Description of work", "Scheduled value", "% complete", "Previously billed", "This period" and "Completed to date"
  • Totals:
    • "Total completed to date";
    • "Less: retainage" with its rate;
    • "Total earned less retainage";
    • "Less: previous payments";
    • "Amount due".
  • How to pay: accepted methods, account name, bank details and a payment reference made of the invoice and application numbers, with placeholders for your own details
  • Billing notes: this period's total, the retainage rate, previous payments and any approved change orders

The sample is application 6 on a tenant fit-out:

  • the contract sum to date is 254,500.00: the original 248,000.00 plus a 6,500.00 change order;
  • by Nov 30, 2026, the work completed to date across the nine lines comes to 117,150.00, of which 50,050.00 was completed this period;
  • less 10% retainage (11,715.00) and previous payments of 60,390.00, the amount due is 45,045.00, on Net 30 terms.

The schedule of values

The schedule of values divides the contract sum into lines of work: general conditions, demolition, framing, each trade and so on. The scheduled values add up to the contract sum. Agree the lines and their values with the owner at the start, and keep them the same on every application, so progress can be compared from one period to the next.

On each line:

  • Scheduled value is what the line is worth under the contract.
  • % complete is how much of that line's work is done at the end of this period.
  • Completed to date is scheduled value × % complete. For example, "Framing and drywall" is 46,000.00 × 75% = 34,500.00.
  • Previously billed is the completed-to-date figure from your last application for that line (23,000.00 for framing in the sample).
  • This period is completed to date − previously billed: 11,500.00 for framing.

Lines that are finished stay on the schedule at 100%, with nothing new this period, like "Demolition" in the sample. Lines that haven't started stay at 0%. Be ready to show how you measured each percentage, because the owner or their representative may check it on site before approving the application.

Change orders

When the owner approves a change order, add it to the contract sum and give it its own line in the schedule of values. The sample shows both:

  • "Net change by change orders" of 6,500.00 raises the contract sum to 254,500.00;
  • the line "Change order 1: added storefront door" is billed at 50% complete.

The billing note gives the approval date. Bill only approved change orders. Keep work that's still being priced or disputed off the invoice until it's agreed.

Retainage

Retainage is the part of each payment the owner holds back until the work, or a stage of it, is finished. How much is held, and when it's released, are terms of your contract. In the Excel and Word files, the sample note says the 10% is "as set out in the contract (a sample rate)".

On the template, "Less: retainage" is a percentage of the total completed to date, with the rate in its own cell. In the sample:

  • 10% of 117,150.00 is 11,715.00;
  • that leaves 105,435.00 earned less retainage.

Laws can limit retainage or set when it must be released. For example, on US federal construction contracts, the Federal Acquisition Regulation says "the amount of retainage withheld shall not exceed 10 percent of the approved estimated amount", and that "upon completion of all contract requirements, retained amounts shall be paid promptly" (FAR 32.103). Retainage, prompt-payment and lien rules for other work depend on where the project is, so check the rules where you work. This page isn't legal advice.

Previous payments and the amount due

"Less: previous payments" is what the owner has actually paid on earlier applications. Enter it from your payment records. In the sample, applications 1 to 5 billed 67,100.00 of work, and the owner paid 60,390.00, which is that amount less 10% retainage.

The amount due is the total earned less retainage, minus previous payments:

  • 105,435.00 − 60,390.00 = 45,045.00;
  • that's this period's 50,050.00 less its 10% retainage.

If an earlier payment was short or late, the amount due grows by the difference, so check the figure against what you've received before you send the invoice.

Payment application forms such as AIA G702 and G703

Some contracts require a specific form for payment applications. The American Institute of Architects (AIA) publishes AIA Document G702–1992, Application and Certificate for Payment, and G703–1992, Continuation Sheet. AIA's Design Shop describes them as forms "on which the contractor can apply for payment and the architect can certify that payment is due". It says G703 "breaks the contract sum into portions of the work in accordance with a schedule of values prepared by the contractor".

This template follows the same idea, but it isn't an AIA document and doesn't replace one. If your contract calls for a particular form, use that form.

How to fill in the template

  1. Add your business details and any license number, then the invoice number, invoice date, payment terms, due date, the application number and the end date of the period.
  2. Under "Bill to (owner)", enter the owner and their representative. Fill in "Project and contract" with the project, the contract date and the contract sums, including approved change orders.
  3. In the schedule of values, enter each line's description, scheduled value, % complete and previously billed.
  4. Set the retainage rate from your contract, and enter the previous payments you've received.
  5. Check that "This period" on each line matches the work done this period, and that the amount due matches your payment records.
  6. Update the billing notes, replace the placeholders in "How to pay", and send the invoice with any backup the contract asks for.

The PDF is a blank form for filling in by hand. The Word and Excel files have the same layout with the sample filled in, for you to overwrite.

In the Excel file:

  • on each line, you enter "Scheduled value", "% complete" and "Previously billed"; "Completed to date" and "This period" are formulas;
  • the total completed to date, the retainage, the total earned less retainage and the amount due are formulas too, and the retainage rate has its own cell;
  • to leave out retainage, set its rate to 0%. If there are no previous payments, set them to 0.00. Don't delete either row, because the totals refer to them;
  • the schedule of values has eleven rows. For more lines, insert rows inside the table and copy both formulas into them, so the total includes them.

In Word or on the PDF, work out the amounts yourself.

For a general layout rather than a construction one, see the invoice templates for Word, for Excel, as a PDF, for Google Docs and for Google Sheets.

Invoicing in Billed

If you invoice in Billed, you can send the owner an invoice they can pay online by card or PayPal, and Billed can send automatic reminders for overdue invoices. For quoting the next job, Billed's estimates can be converted into an invoice once the client approves them.

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What's included in this invoice template

Column Shows Calculation
Scheduled value The line's contract value From the schedule of values
% complete Work done to date Your measurement
Completed to date Value of work done Scheduled value × %
Previously billed Billed on earlier applications From your last application
This period New work this period Completed − previously billed

When this isn't for you

If you're pricing a project before the contract is signed, use a construction or bid estimate. For a small job billed once when it's finished, a contractor or handyman invoice is simpler. If your contract requires a specific payment application form, such as AIA G702 and G703, use that form instead.

How To Send Invoices With Billed

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Frequently Asked Questions

Common questions about this invoice template.

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