# Free Contractor Invoice Template Professional estimate template used by 50,000+ contractors. Download instantly in PDF, Excel, or Google Sheets. Fill it out in under 3 minutes. [πŸ“„ Download PDF](https://swcostestimator.app.link/ce-ai) [Excel](https://swcostestimator.app.link/ce-ai) [Google Sheets](https://swcostestimator.app.link/ce-ai) No signup required. Just download and start estimating. Downloaded 12,000+ times ## CONTRACTOR INVOICE **Apex Construction LLC** **Bill to:** Westfield Property Group 4500 Commerce Blvd, Dallas, TX 75201 **Invoice #:** INV-2026-0418 **Due:** May 15, 2026 | Description | Amount | |-----------------------------------------|---------| | Phase 1: Foundation work (complete) | $18,500 | | Phase 2: Framing + rough-in (complete) | $32,000 | | Phase 3: Electrical + plumbing rough | $14,500 | | Change order #1: Added bathroom | $8,200 | | Materials (lumber, concrete, fixtures) | $22,000 | | Equipment rental (crane, compactor) | $3,800 | | **BALANCE DUE** | **$96,451** | ## What Every Contractor Invoice Should Include βœ“ Company name, license number, and contact info βœ“ Client name and project address βœ“ Itemized work completed with dates and phase references βœ“ Materials and equipment costs with receipts referenced βœ“ Labor hours by trade with rates and crew details βœ“ Change orders with approved amounts and signatures βœ“ Retainage holdback amount and release terms βœ“ Payment terms (Net 30, Net 60) with late fee schedule βœ“ Invoice number and reference to original contract βœ“ Lien waiver status and compliance documentation βœ“ Subtotal, tax, and retainage calculations shown clearly βœ“ Accepted payment methods and remittance instructions ## How to Write a Contractor Invoice in 5 Steps 1. **Step 1: Reference the Contract** Every invoice should tie back to the original contract or estimate. Include the contract number, project name, and relevant phase. This prevents disputes and makes payment processing faster for commercial clients. 2. **Step 2: Itemize Completed Work** List each completed phase or milestone with dates. Reference the original scope for each item. If the work matches the contract exactly, say so. If there are variations, note them and reference the approved change order. 3. **Step 3: Document Change Orders** Change orders get their own line items with approval dates and signatures. Never bury extra work in existing line items. It invites disputes. Clear change order documentation is the #1 way to avoid payment problems. 4. **Step 4: Calculate Retainage and Terms** Most commercial contracts hold 5-10% retainage until project completion. Show the retainage calculation, running total held, and release conditions. For residential, specify deposit credited, progress payments, and final payment terms. 5. **Step 5: Send and Track Payment** Send invoices within 48 hours of completing a milestone. Include multiple payment options (check, ACH, credit card). For Net 30 terms, follow up at Day 15, Day 28, and Day 31. Consistent follow-up is the difference between 30-day and 90-day collections. ## Average Contractor Project Costs to Benchmark Your Invoices Use these benchmarks as starting points. Actual costs vary by region, materials, and job complexity. | Job Type | Material Cost | Labor Cost | Total Range | |----------------------------------------------|---------------------------|---------------------------|---------------------------| | Kitchen remodel (mid-range) | $15,000 – $25,000 | $10,000 – $20,000 | $30,000 – $50,000 | | Bathroom remodel (full) | $8,000 – $15,000 | $6,000 – $12,000 | $18,000 – $30,000 | | Room addition (200 sq ft) | $20,000 – $35,000 | $15,000 – $25,000 | $40,000 – $70,000 | | Deck build (400 sq ft composite) | $6,000 – $12,000 | $4,000 – $8,000 | $12,000 – $22,000 | | Basement finishing (1,000 sq ft) | $10,000 – $20,000 | $8,000 – $15,000 | $20,000 – $40,000 | | Whole-home renovation | $40,000 – $80,000 | $30,000 – $60,000 | $80,000 – $160,000 | Costs vary by region. [Get a location-specific estimate in 6 seconds with SimplyWise AI Estimator β†’](https://swcostestimator.app.link/ce-ai) ## Invoicing Best Practices for Contractors 1. **Invoice immediately after milestones** Don’t wait until the end of the month. Send invoices within 48 hours of completing each phase. Delayed invoicing signals you don’t need the money, which trains clients to deprioritize your payments. 2. **Always reference the contract** Every invoice should include the contract number, project name, and specific phase being billed. Commercial clients process dozens of invoices weekly. Make yours easy to match, approve, and pay. 3. **Include lien waiver with every invoice** Conditional lien waivers for current invoices, unconditional for past invoices already paid. GCs and property owners expect them. Having them ready speeds up payment by 5-10 days. 4. **Track retainage separately** Show cumulative retainage held on every invoice. Both parties should always agree on the total held. Disputes over retainage at project close are the #1 source of contractor payment conflicts. 5. **Offer multiple payment methods** Accept ACH, credit cards, checks, and wire transfers. Every friction point costs you 5-10 days. For credit cards, build the 3% processing fee into your markup rather than adding it as a surcharge. 6. **Send payment reminders automatically** Day 15: friendly reminder. Day 28: formal notice. Day 31: past due with late fee. Automation removes the awkwardness and ensures consistent follow-up. Most accounting software handles this. ## Frequently Asked Questions **What’s the difference between an invoice and an estimate?** An estimate is a projection of costs before work starts. An invoice is a bill for work already completed. Your invoice should reference the original estimate or contract so the client can verify the charges match the agreed scope. **When should I send an invoice?** Immediately after completing a milestone, phase, or the final work. For progress billing, invoice at each agreed milestone (foundation, framing, rough-in, finish). The faster you invoice, the faster you get paid. **How do I handle change orders on invoices?** List each change order as a separate line item with the approval date, description, and amount. Reference the signed change order document. Never combine change order work with original scope line items. **What payment terms are standard for contractors?** Residential: deposit (25-50%) + progress payments + final payment at completion. Commercial: Net 30 is standard, with retainage (5-10%) held until substantial completion. Always specify terms before starting work. **Should I charge late fees on overdue invoices?** Yes. A 1.5% monthly late fee (18% annualized) is standard and enforceable in most states when stated in your contract. State the fee schedule on every invoice so clients see it before the due date, not after.