Free Contractor Invoice Template for Jobs

This template is for a general contractor billing a client for a job: the crew's hours, the materials, work done by subcontracted trades, and approved change orders, less the deposit and progress payments the client has already made. The sample is a kitchen and mudroom renovation billed after the work is finished.

It's a different document from these related templates:

• Construction progress invoice: bills a project in stages against a schedule of values, with % complete, previous billings and retainage.
• Handyman invoice: bills a list of small repair tasks with a trip fee.
• Subcontractor invoice: what a trade sends to the general contractor, not to the client.

The contractor invoice has:

• Contractor: business name, address, phone or email, and License no., with the placeholder "[License no., if required where you work]".
• Invoice details: invoice number, invoice date, payment terms, due date and Job no.
• Bill to (client): client name, address and email.
• Job: job, job address, Contract date and Work dates.
• Labor: a table with Item, Details, Qty, Unit, Rate and Amount, with a "Labor subtotal".
• Materials, Subcontracted work and Change orders: the same columns, each with its own subtotal.
• Totals: Subtotal, "Sales tax on materials, if applicable", Total, "Less: deposit received", "Less: progress payments received" and Amount due.
• How to pay: accepted methods, placeholders for the account name and bank details, and the payment reference to quote.
• Job notes on the payments received, the change orders and the subcontracted work.

It comes as three files:

• PDF: a blank form to print and fill in by hand, with a blank for the tax percentage. It runs to two pages: the totals, payment details and notes are on page 2.
• Word (.docx) and Excel (.xlsx): the same layout filled with sample values for you to overwrite.

In the Excel file:

• Each line's Amount is Qty × Rate rounded to the cent, and each table has one empty row.
• The four table subtotals and the Subtotal are formulas.
• "Sales tax on materials, if applicable" has a rate cell (0% in the sample) and is worked out on the Materials table only.
• "Less: deposit received" and "Less: progress payments received" are amounts you type in, and Amount due is the Total less both.

The file's tip says: to leave out the sales tax, set its rate to 0%; to leave out either payment line, set the amount to 0.00; and don't delete these rows, because the totals refer to them. In the Word file, the tax line shows its rate in the label ("(0%)"), so update both the label and the amount if you change it.

The sample adds up like this:

• Labor: 96 crew hours × $68.00 = $6,528.00, and 24 supervision hours × $85.00 = $2,040.00, for $8,568.00.
• Materials: cabinets and hardware $7,850.00, lumber and trim $1,240.00, and drywall and finishing supplies $386.00, for $9,476.00.
• Subcontracted work: electrical $2,900.00 and plumbing $1,650.00, for $4,550.00.
• Change orders: CO-1 $640.00 and CO-2 $1,180.00, for $1,820.00.
• Subtotal and total: $24,414.00 (sales tax 0.00 at 0%).
• Payments received: the $6,000.00 deposit and two progress payments of $5,000.00 come off, so the amount due is $8,414.00, due Dec 4, 2026 on Net 10 terms.

These figures only show how the form works. They are not typical prices, and the sample's deposit would not be allowed on a California home improvement job (see below).

Give each change its own line in the Change orders table, with its number, a short description and the date it was approved ("CO-1: Add pantry pull-out shelves", "Approved Oct 21, 2026"), so the client can match it to the change order they signed. Bill only changes that were agreed in writing before the work started, as the sample's note says.

In California, CSLB says that for a home improvement contract, "If the contract price or scope of work needs to be changed, it MUST be done with a written 'Change Order,' signed by the customer and contractor prior to the change" (CSLB: What is a contract?). Check the rules where you work.

The License no. field is a placeholder. Whether you need a license, and where you must show its number, depends on where you work. In California, CSLB says that from January 1, 2025, the license exemption for minor work rose from $500 to $1,000, but a license is still required if the work needs a permit or the unlicensed person employs any workers (CSLB Industry Bulletin #24-07). Check with the licensing board where you work.

Invoice templates by format: PDF, Excel, Word, Google Docs and Google Sheets, or browse all invoice templates.