Free Invoice Template
Contractor Invoice Template
Professional invoicing for independent contractors
A contractor invoice template pre-filled with standard billing fields for labor, materials, and equipment. Customize your details, set your payment terms, and download a professional PDF — no signup required.
How it works
- 1Add your contractor details
- 2Add your client's information
- 3Update the line items
- 4Add job reference details
- 5Download your invoice
How it works
How to create a contractor invoice template
Customize this template in five steps. Takes under two minutes.
- 1
Add your contractor details
Enter your name or business name, address, and contact information in the "Bill From" section. If required in your state, include your contractor license number. Upload your company logo for a more professional appearance.
- 2
Add your client's information
Fill in your client's name, company, and billing address. For commercial clients, use the accounts payable department contact. For residential clients, use the homeowner's name and job site address.
- 3
Update the line items
The template includes pre-filled labor and materials line items. Edit these to match your actual work. For time-and-materials contracts, list hours and rates separately from material costs. For fixed-price work, use a single line item per deliverable.
- 4
Add job reference details
In the notes section, include your job reference number, purchase order number (if applicable), and any contract terms specific to this engagement. This makes your invoice easier to process in the client's accounts payable system.
- 5
Download your invoice
Preview the invoice to verify all amounts are correct, then download as a PDF. Keep a copy for your records and send the PDF directly to your client's billing contact.
Invoice essentials
What to include on a contractor invoice template
Contractor Invoice Templates need more detail than standard service invoices. Here's what to include so you get paid without back-and-forth.
Job reference or purchase order number
Many commercial clients require a purchase order (PO) number before they can process payment. Include this in your invoice number field or notes section. Invoices without a matching PO number are often held up in accounts payable.
Contractor license number
Include your contractor license number if required by your state or trade. Even when optional, it increases credibility and is often required for commercial or government contracts.
Separate labor and material costs
Itemize labor and materials as separate line items, not a single blended rate. This allows clients to verify costs, simplifies tax treatment (labor and materials are often taxed differently), and matches the format most general contractors expect.
Travel and mobilization
If you charge for travel, site mobilization, or equipment transport, list these as separate line items. "Mobilization fee" or "Site travel (150 miles × $0.67/mile)" is clear and verifiable.
Subcontractor costs
When billing pass-through subcontractor costs, list them separately with the subcontractor's name and scope. Some clients require copies of sub-invoices before approving your invoice for payment.
Insurance and bond information
For commercial jobs, note your general liability policy number and expiration date in the invoice notes. Some general contractors require this on every progress invoice to verify your insurance is current.
Reference
Common contractor invoice template line items
Use these as a starting point. Edit descriptions and rates to match your actual scope and pricing.
| Type | Description | Typical billing method |
|---|---|---|
| Labor | Standard labor (per hour) | Per hour |
| Labor | Overtime labor (1.5× rate) | Per hour |
| Labor | Project management | Per hour or fixed |
| Materials | Materials (itemized) | Cost + markup |
| Materials | Materials (lump sum) | Estimated or actual |
| Equipment | Equipment rental (per day) | Per day |
| Equipment | Equipment transport | Per trip or flat fee |
| Travel | Mileage and travel | Per mile or flat fee |
| Travel | Lodging and per diem | Actual cost |
| Other | Mobilization fee | Fixed fee |
| Other | Subcontractor costs | Pass-through + markup |
| Other | Permit fees | Pass-through |
| Other | Disposal and cleanup | Per project or hour |
Payment terms
Standard payment terms for contractor invoice templates
Payment terms vary by industry. Here's what's standard and what to specify on your invoices.
Net 15 keeps cash flow healthy
Net 15 (payment within 15 days) is popular with independent contractors and works well for smaller jobs. For larger commercial projects, Net 30 is more standard. Always state the exact due date on the invoice to remove any ambiguity.
Time-and-materials contracts
For T&M contracts, submit invoices weekly or bi-weekly with a timesheet attached. List hours by trade or crew member and materials by category. Most clients expect supporting documentation for T&M invoices — include receipts for materials over a threshold amount.
Fixed-price milestone billing
For fixed-price contracts, define billing milestones in the contract (e.g., mobilization, 50% completion, final delivery) and issue a separate invoice at each milestone. Reference the milestone name and the total contract value on each invoice.
Late payment and dispute terms
Specify your late payment interest rate (1.5% per month is common). Also include a clause about what happens in a dispute: "Undisputed amounts are due by the stated due date, regardless of any dispute over other line items." This prevents clients from withholding an entire invoice over a single disputed item.
FAQ
Contractor Invoice Template FAQ
- Is this contractor invoice template free?
- Yes, completely free. No signup required. Create and download as many contractor invoices as you need — all features including logo upload, tax, and PDF export are included at no cost.
- How do I invoice for time and materials?
- List labor and materials as separate line items. For labor, use Qty = hours worked and Price = your hourly rate. For materials, list each category with quantities and unit costs. Include timesheet notes in the invoice notes field.
- Can I include my contractor license number on the invoice?
- Yes. Add it in the notes section. Text like "License #: [Your Number] | Insured & Bonded" appears on the PDF and is common practice on professional contractor invoices.
- How do I handle disputed line items?
- Note in your payment terms that "undisputed amounts are due by the invoice due date." When a dispute arises, issue a revised invoice removing only the disputed item, and handle the dispute separately. This prevents a single contested line item from blocking your entire payment.
- What purchase order number should I use?
- Use the PO number your client provided in their contract or purchase order document. If no PO was issued, leave the reference field blank or use your internal job number instead.
- Can I invoice subcontractor costs on my contractor invoice?
- Yes. List subcontractor costs as separate line items (e.g., "Electrical subcontractor — ABC Electric"). Some clients require copies of the sub-invoices — note in your terms whether you include those upon request.
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