A free contractor invoice template with typical line items for labor, materials, equipment rental and permit fees already filled in. Download it in Word, Excel or PDF, or fill it in online below. No sign-up.
Updated
How to fill out this independent contractor invoice template
- Download the invoice template in Word, Excel or as a fillable PDF, or fill it in online below.
- Add your business name, contact details and license number if your state requires it, then your client’s name and the job address. As a subcontractor, add the general contractor’s project name or PO number.
- List labor as crew hours at your hourly rate, then materials at cost or with the markup your contract allows. Put equipment rental, permit fees and other job costs on their own lines.
- Set the due date and payment terms, such as 15 days. On larger jobs, use progress billing: invoice each completed phase and show the amount billed to date.
- Send it as a PDF, or as a payment link with Onigiri so your client can pay by card.
What’s in this general contractor invoice template
- Sample lines for labor, materials at cost plus 10%, equipment rental and permit fees
- Bill to, From and Payment sections for you, your client and how to pay you
- Invoice number, issue date and due date
- Notes with 15-day payment terms and a 1.5% monthly late fee you can change
- Totals that calculate themselves in Excel and the fillable PDF, with a sales tax row in Excel
- Fits general contractors, subcontractors and independent 1099 contractors, including progress billing
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 contractor invoice is the bill a contractor sends a client for labor, materials and other job costs when the work or a phase of it is done. It shows who did the work, where, what each part cost, and when and how to pay. Clear lines for labor, materials and permits help clients approve payment without questions.
- Your business. Your business name, address, phone and email, your license number where your state requires it, and your EIN instead of your Social Security number if the client asks for one.
- Client and job site. The client’s name and billing address, the job site address, and the project name or PO number if there is one.
- Number and dates. A unique invoice number, the issue date, the due date and the dates the work was done.
- Labor and materials. Labor hours and rate, materials and equipment rental each on their own line, with any materials markup shown the way your contract states it.
- Job costs. Permit fees, inspection fees, dump fees and other costs you paid for the job, billed at cost with receipts if your contract asks for them.
- Payment terms. When the invoice is due and how to pay you: check, bank transfer, Zelle or a card payment link.
- Late fee. Your late fee, such as 1.5% a month on overdue balances, if your contract includes it and your state allows it.
Getting paid
Put your payment terms in the contract before the job starts, then repeat them on every invoice.
- Net 15 / 30
Payment terms
Net 15 or Net 30 is common when you bill businesses or a general contractor. Homeowners on small jobs often pay on completion. Write the exact due date on the invoice, not just “Net 15”.
- 1.5%/month
Late payments
The template’s notes add a 1.5% monthly late fee on overdue balances; keep it only if your contract includes it and your state allows that rate. Send a reminder the day after the due date, and use the late fee calculator to work out the amount.
When to send the invoice
Invoice the day the job is done. On larger projects, use progress billing and invoice at each phase or each month for the work completed. If you’re a subcontractor, ask the general contractor for their monthly billing cutoff.
Deposits
Ask for a deposit when the contract is signed so you aren’t paying for materials out of pocket. Some states limit deposits on home improvement jobs, so check your state’s rules. Deduct the deposit on the final invoice.
Taxes
No one withholds tax from a contractor’s pay, so set aside part of every payment for income and self-employment tax. The self-employment tax calculator estimates what you’ll owe. This is general information, not tax advice.
Formats
Contractor 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 .docxContractor 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 contractor 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 | Pro | |
| Works in Word, Excel and Google Docs |
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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.
