How to fill out this construction company invoice template
- Download the invoice template in Word, Excel or as a fillable PDF, or fill it in online below.
- Add your company name, contact details and license number where your state requires it. Under Bill to, enter the owner or general contractor, the project name or contract number, and the job site address.
- Bill the progress payment as a share of the contract and name the stage reached, such as “Payment 2 of 3: framing, 40% of $45,000 contract.” If you agreed on a schedule of values, bill the percentage of each part of the work that’s done.
- Put each approved change order on its own line with its number, and bill extra work found on site, like rot repair, as crew hours. Add the dumpster, permits and other job costs at cost or the way your contract states.
- Set the due date, such as 10 days, then send it as a PDF, or as a payment link with Onigiri so your client can pay by card.
What’s in this invoice template for construction
- Sample lines for progress payment 2 of 3, an approved change order, extra work found on site and a dumpster rental
- Bill to, From and Payment sections, with the project name or contract number and the job site address
- Invoice number, issue date and due date
- Notes that number the progress invoice, set 10-day payment terms and say approved change orders go on the next progress invoice
- Totals that calculate themselves in Excel and the fillable PDF, with a sales tax row in Excel
- Fits builders and construction companies on residential, remodeling and commercial jobs; it’s a simple invoice, not an AIA G702/G703 pay application
Online generator
Change the line items, add your logo and download a ready PDF. No sign-up, nothing to install, and your draft stays in your browser.
- Send invoices as a link clients open on any device
- See which invoices are paid, sent or overdue
- Card payments via Stripe with 0% platform fee (PRO)
Invoice checklist
A construction invoice is the bill a builder or construction company sends the owner or general contractor for work completed on a project, often as one of several progress payments. Each payment ties back to the contract, so clear lines for the stage reached, change orders and extra work help the client approve it without questions.
- Your company. Your company name, address, phone and email, your contractor license number where your state requires it, and your EIN if the client asks for a taxpayer ID.
- Client and project. The owner’s or general contractor’s name, the project name or contract number, and the job site address.
- Number and dates. A unique invoice number, the issue date, the due date, the period the work covers and which progress payment this is, such as 2 of 3.
- Progress and changes. The progress payment as a share of the contract or of each part of the work, then approved change orders and extra work found on site, each on its own line.
- Job costs. Dumpster rental, permits, equipment rental and other job costs, billed at cost or with the markup your contract allows.
- Payment terms. When the invoice is due, such as within 10 days, the amount billed to date, and how to pay you: check, bank transfer or a card payment link.
- Late payment. A late fee or interest on overdue payments, only if your contract includes it and your state allows it.
Getting paid
Set the payment schedule in the contract before work starts, then bill against it every time.
- 2 of 3
Progress payments
Split the contract into payments tied to stages, such as a deposit, framing complete and final completion, and name the stage and its share on each invoice. Some owners and lenders ask for a schedule of values instead: a list of each part of the job with its price, billed by the percentage done. Some states limit deposits on home improvement contracts, so check your state’s rules.
- 10–30 days
Payment terms
Progress invoices are often due within 10 to 30 days, and this template uses 10. Send each one the day the stage is reached, or on the billing date in your contract. Write the exact due date on the invoice, not just “Net 10”.
Change orders
Get every change order approved in writing, with its price, before the work starts. Bill it on the next progress invoice, as the template’s notes say. Extra work found on site, like rot behind a wall, needs the client’s sign-off too; bill it as crew hours and materials on its own line.
Final payment
Many contracts make the final payment due once the punch list, the short list of last fixes, is done. If a payment is late, send a reminder the day after it’s due, and use the late fee calculator if your contract has a late fee. Builders may have mechanic’s lien rights in many states, but notice rules and deadlines vary, so check your state’s rules early in the job.
Taxes
Sales tax on construction depends on the state: in many, the builder pays tax on materials when buying them, while some states tax certain construction labor or charge tax on the invoice. Check your state’s rules, and use the sales tax calculator if you need to add it. This is general information, not tax advice.
Formats
Construction invoice template in Word
Best if you want to change the layout or fonts or add your logo. Edit the text, then save it as a PDF before you send it.
Download .docxConstruction invoice template in Excel
Amounts and the total update as you type, and there’s a sales tax row. Handy when you bill hours or many line items.
Download .xlsxFillable PDF construction invoice template
Type straight into the fields in Chrome or Adobe Acrobat and the totals add up. The layout stays fixed, so nothing shifts by accident.
Download .pdf
Template or app
A template is fine for the odd invoice. If you bill clients every month, Onigiri keeps your clients, line items and payment status in one place.
| Onigiri | Free invoice template | |
|---|---|---|
| Price | Starting at $0 | Free |
| Edit it and save a PDF | ||
| Send it as a link your client opens on any device | ||
| See which invoices are paid or overdue | ||
| Saved clients for the next invoice | ||
| Saved line items and services | PRO | |
| Client pays by card, 0% platform fee on Stripe | PRO | |
| Income tracking | ||
| Works in Word, Excel and Google Docs |
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Ready to get paid faster?
Send your invoice as a link with Onigiri and see at a glance whether it’s paid or overdue. Connect Stripe to let clients pay by card.
