Invoice template for contractors: copy, fill and print
Use the copyable contractor invoice template below to record the client and job, completed work, labor and materials, an invoice number, the agreed due date and payment instructions. The filled example shows how to separate an approved change and a deposit already credited to the bill before working out the remaining balance.
Copyable contractor invoice template
Copy from INVOICE through NOTES into a document. Replace every bracketed field and delete unused rows or sections. No signup or app is needed. This is editable text, not a prebuilt Word, Excel or PDF file. Calculations are manual.
INVOICE
Contractor: [business name]
Business address: [address]
Contact: [email or phone]
License / registration: [number, if you use one]
Bill to: [client name and billing address]
Project / job site: [project name and site address]
Invoice number: [unique reference]
Invoice date: [YYYY-MM-DD]
Work period / milestone: [dates and completed scope]
Due date: [agreed YYYY-MM-DD]
Estimate / contract reference: [reference]
Currency: USD
COMPLETED BASE WORK
Description Qty Unit Rate Amount
[Labor: task and work period] [ ] hours [ ] [ ]
[Materials: specific item] [ ] [unit] [ ] [ ]
[Other agreed charge] [ ] [unit] [ ] [ ]
Base-work subtotal: [ ]
APPROVED CHANGES BILLED THIS INVOICE
[Change order reference, approval date, description]
[Labor or materials] [ ] [unit] [ ] [ ]
Changes subtotal: [ ]
Work and changes subtotal: [ ]
Tax, if applicable after verification: [basis/rate/amount]
Invoice total including any applicable tax: [ ]
Less payments/deposit already credited to THIS invoice: [ ]
BALANCE DUE: [ ]
PAYMENT
Accepted method and payment instructions: [actual details]
Payment reference: [invoice number]
NOTES
[Completed scope, change approval reference, exclusions]
[If a progress bill: identify milestone; record remaining
contract work separately, not as an amount due here.]Separate quantities and rates so the client can follow each charge. If you are billing an approved change order on this invoice, put it in the changes section with its approval reference. Leave unfinished contract work out of the amount due.
Invoice Simple's contractor page recommends understandable work descriptions, labor hours and rates, material quantities and costs, accepted payment types, a total, and any professional licensing information. This guide is not affiliated with Invoice Simple. That page also advertises downloadable free contractor invoice templates and displays Excel and Word options. Those files were not opened here; check the vendor's site for current files and terms. These are practical fields, not a universal US legal checklist. Use the license line only if you have a number you actually use.
Filled example: completed trim phase with one approved change
This fictional job bills a completed baseboard-installation phase and one assumed approved change. Names, rates, dates, approval and deposit details are illustrative, not a real customer invoice or a recommended price list. Remaining contract work is not billed here.
INVOICE
Contractor: Example Interior Works (fictional)
Business address: Fictional contractor office, Sample Town
Contact: Fictional office contact, replace before use
License / registration: not used in this fictional example
Bill to: Example Property Client (fictional), Sample Town
Project / job site: Sample Renovation Project, Unit A (fictional)
Invoice number: EX-2026-014
Invoice date: 2026-11-02
Work period: 2026-10-28 to 2026-10-30
Milestone: Unit A baseboard installation completed
Due date: 2026-11-16 (assumed agreed date for this example only)
Estimate / contract reference: EST-026, trim-installation phase
Currency: USD
COMPLETED BASE WORK
Description Qty Unit Rate Amount
Baseboard install labor 24 hours 75.00 1,800.00
Baseboard material 60 lin. ft. 12.00 720.00
Fasteners and adhesive 1 lot 100.00 100.00
Agreed debris removal 1 job 200.00 200.00
Base-work subtotal: 2,820.00
APPROVED CHANGES BILLED THIS INVOICE
CO-01: extra doorway trim; assumed approved 2026-10-29
Additional installation labor 4 hours 75.00 300.00
Additional trim material 4 pieces 20.00 80.00
Changes subtotal: 380.00
Work and changes subtotal: 3,200.00
Tax: not modeled in this arithmetic example; verify before use
Illustrative invoice total, excluding any applicable tax: 3,200.00
Less deposit credited to this invoice (2026-10-20): 1,000.00
ILLUSTRATIVE BALANCE, BEFORE ANY APPLICABLE TAX: 2,200.00
PAYMENT
Method: check, per the example's assumed agreement
Payee: Example Interior Works (fictional)
Delivery: agreed project-office handover (fictional)
Payment reference: EX-2026-014
NOTES
Only the completed trim phase and CO-01 are billed here.
No remaining project work is included in this amount due.
Replace fictional payment/contact details and verify tax
before using this example for an actual invoice.The base-work calculation is $1,800 + $720 + $100 + $200 = $2,820. The change adds $300 + $80 = $380. Together they total $3,200; subtracting the allocated $1,000 deposit leaves $2,200 before any applicable tax.
Tax is not modeled, not assumed to be zero or exempt. Verify the applicable treatment and add any actual tax before sending your invoice. This example is not a complete tax-inclusive invoice.
Check the invoice before sending
- Match the completed scope to the agreement. Identify the phase or work period. Keep unfinished project work separate from the amount billed now.
- Check quantities, rates and totals. Multiply each quantity by its rate, then add the base-work and change subtotals. The text template will not calculate them for you.
- Confirm changes and tax. Include the approval reference for each change order you bill. Verify applicable tax rather than copying the example's omitted calculation.
- Check allocated credits. Subtract only payments credited to this invoice. Do not deduct the entire project's payment history again if those payments already settled earlier bills.
- Confirm the due date and payment instructions. Use the agreed date, correct payee and invoice reference. Do not insert Net 30 simply because it appears on another template.
This simple format does not establish how to handle retention, lien waivers, statutory notices, late fees or prescribed payment applications. Check your contract and any applicable requirements before treating it as sufficient for a particular job.
Copy, print or save your version
Paste the blank template into a text editor, word processor or spreadsheet. Fill in real details, remove unused sections and change the currency label if needed. If you paste it into a spreadsheet, add your own formulas; the text will not calculate totals. Keep an editable copy for your records.
Use the program's Print command, then choose a printer or its PDF output option if available. Preview line wrapping and page breaks, especially around the totals and payment instructions. Save a separate copy of the version you issue. These are general editor steps, not a tested export from a particular program.
When an invoice app helps
If you want estimates and invoices as PDFs rather than maintaining a text document, Fair Invoice is an optional route. Its product page says estimates are unlimited and free. Its Google Play listing says the first 10 invoices are free, that one in-app purchase unlocks unlimited invoices with no subscription, and that you can share a PDF or email it from your own mail app. That purchase is a one-time unlock, not a recurring plan.
Fair Invoice has no card processing or automatic payment reconciliation. Emailing a PDF requires your own mail app; Fair Invoice does not send emails on your behalf. Providing payment instructions is not the same as charging a customer. The publisher says the iPhone version is in App Store review, so this page has no App Store install link. The text template above remains free to copy if it meets your needs.
Get Fair Invoice on Google Play.
FAQ
Can I use this as a construction invoice template?
Yes, for organizing a simple labor-and-materials bill, including one approved change order, when the completed work is clearly identified. If your contract calls for retention, a formal progress-payment application or other prescribed forms, this template does not replace those requirements.
How do I show a deposit?
In this template, enter the amount allocated to this bill in the payment/deposit credit field, after the invoice total. The example keeps that credit separate from the work charges so the arithmetic is easy to follow. Confirm the allocation against your payment record so you do not credit it twice.
Is Net 30 required?
This guide does not establish a required or default payment period. Use the due date agreed for your job. The example's November 16 date is fictional, not a recommended standard term.
Can Fair Invoice charge a customer's card?
No. Fair Invoice has no card processing. Use your agreed payment method separately; creating or sharing an invoice does not collect the payment.