Contractor Invoice Template
Bill a job with labor and materials on separate lines, credit the deposit, and download a PDF before you leave the site.
Fill it in below and download a PDF, or download the blank printable PDF. Prefer the full tool? Open the Invoice Generator.
Built for jobs with labor and materials
Most trade invoices mix two very different kinds of cost: your time and the things you bought for the job. This contractor invoice template is preloaded with that structure. Fill it in above and download a PDF, or download the blank printable version and fill it in by hand on site.
It works for general contractors, remodelers, electricians, plumbers, painters, flooring installers and handyman services. The layout is the same; only the line items change.
Split labor and materials
Put labor and materials on separate lines rather than one lump sum. Three reasons:
- The client understands the bill. People are more comfortable paying when they can see hours and material costs.
- Taxes can differ. In some states materials and labor are treated differently for sales tax; in others they are treated the same, and the answer can depend on the type of job. Rules vary by state and locality, so check with your state revenue agency or a tax professional. The template lets you untick “taxable” on any line, so tax is only calculated on the lines you mark.
- Disputes are easier to resolve. If a client questions one cost, you can discuss that line without reopening the entire price.
For labor, list hours and an hourly rate, or a single fixed price per task. For materials, either itemize the main purchases or group them, such as “Plumbing fittings and supplies”.
Deposits recorded as amount paid
If you took a deposit before starting, do not subtract it from a line item. Bill the full job, then enter the deposit in the amount paid field. The invoice shows the total, the deposit and the balance due, which is a clean record for both sides.
Change orders as extra lines
When the client approves extra work mid-job, add each change as its own line: “Change order 1: replace damaged subfloor section”. Keep the client’s written approval with your job records. If you started from an estimate made in the estimate generator, the original lines plus the change-order lines should explain every dollar of difference.
Job site address and other notes
Use the notes area for:
- The job site address, when it differs from the billing address.
- The estimate or contract reference.
- Permit numbers or inspection dates, if the client needs them.
- Payment instructions, such as who to make checks payable to.
Worked example: flooring job with a deposit
A flooring contractor replaces a living room floor. The client paid a $500.00 deposit when accepting the estimate, and approved one change order. In this example, labor lines are marked non-taxable and materials taxable, using an example tax rate of 6%.
- Labor, remove old floor and install new: 12 hours × $65.00 = $780.00 (non-taxable)
- Vinyl plank flooring: 220 sq ft × $3.50 = $770.00 (taxable)
- Underlayment and trim: 1 × $130.00 = $130.00 (taxable)
- Change order 1, replace subfloor section, labor: 1 × $240.00 = $240.00 (non-taxable)
- Subtotal: $1,920.00
- Tax (6% of taxable lines, $900.00): $54.00
- Total: $1,974.00
- Amount paid (deposit): $500.00
- Balance due: $1,474.00
The tax rate and the taxable split here are for illustration only.
Progress billing basics
On longer projects, many contractors bill in stages instead of waiting until the end. A common approach is to agree on milestones up front, such as demolition complete, rough-in complete and final walkthrough, and send an invoice at each one.
To keep progress invoices easy to follow:
- Give each invoice its own number. The generator numbers them in sequence automatically.
- Describe the stage being billed, such as “Stage 2 of 3: rough-in complete”.
- In the notes, list what has been billed and paid so far on the project.
- Bill change orders on the invoice for the stage when the extra work was done.
How you structure stages is something to agree with the client in your estimate or contract.
Fill it online or print it
Filling online gives you automatic totals, numbering and a typed PDF. Upload your logo, then click “Save as template” so your details are ready for the next job. Everything stays in your browser. If you prefer pen and paper, use the blank PDF and keep a copy of each one you hand over.
For general invoicing, see the main invoice template or open the full invoice generator. To price the next job before you start, use the estimate template.
Frequently asked questions
Should labor and materials be on separate lines?
Separating them is a good habit. It shows the client exactly what they are paying for, and it lets you mark lines as taxable or non-taxable individually if your state treats them differently.
How do I show a deposit the client already paid?
Enter the deposit in the amount paid field. The invoice then shows the full job total, the deposit received and the balance still due.
Where do I put the job site address?
Keep the client's billing address in the Bill to section and add the job site address in the notes, so the client can match the invoice to the right project.
How do I bill for a change order?
Add it as its own line item with a clear label, such as Change order 1 plus a short description, so the client can see what was added to the original price.
Is this template suitable for handyman work?
Yes. Small jobs work the same way: a labor line, a materials line, and payment due on receipt or within a few days.
Legit50 provides free document tools for general business use. They are not legal, tax or accounting advice, and you are responsible for the accuracy of the documents you create. Sales tax rules vary by state and locality. Learn more.