Contractor Invoices — Free, Editable, Built to Get You Paid

How to Invoice as a Contractor (and Actually Get Paid On Time)

A contractor invoice isn't just a request for money — it's a document a client (and often their lender) uses to verify the work and release a draw. Get it wrong and you chase payment for weeks. Get it right and you look like the established pro you are. Here's how contractors should bill.

Itemize Labor and Materials — Always Separately

The single biggest mistake trade contractors make is a one-line invoice: "Bathroom remodel — $11,000." Your client has no way to verify it, and if there's a dispute, you have nothing to point to. Break the job out:

• Labor — hours or days per phase (demo, rough-in, finish) at your rate, or a fixed amount per the bid
• Materials — lumber, fixtures, wire, pipe — whatever you supplied, at cost or with your markup shown
• Equipment, permits & subs — rentals, dumpster and permit costs you fronted, and any subcontractors you're passing through as the GC

Don't Forget Change Orders and Retainage

Anything added after the original bid goes on a separate change-order line — never bury it in the base price, or you'll fight about it later. On larger jobs, the client withholds retainage (usually 5-10%) until the work is signed off; show it as a deduction so your draw request matches the contract and the GC's accounting. For multi-phase projects, bill in progress payments: a deposit, draws at milestones, and a final invoice net of retainage.

Put Your License Number and Tax Details On It

Most states require your contractor license number on invoices, and most GCs won't pay a sub without it. Include your license number, business address, and EIN in the header. Keeping your W-9 info consistent with what's on your invoices saves you a headache at 1099 time. If you collect sales tax on materials in your state, apply it to the taxable lines — not to labor, in states where labor is exempt.

Set Terms and Avoid Mistakes That Delay Payment

Net 15 and Net 30 are standard; "Due on receipt" is fine for small jobs. State accepted methods (check, ACH, card) and, if your contract allows it, a late fee — invoices with one get paid noticeably faster. Then sidestep the usual traps:

• Vague line items — "construction work, $8,000" stalls every approval. Itemize.
• Math that doesn't add up — a wrong total kills trust and gets your draw kicked back.
• No PO or job reference — if the client issued a PO or job number, put it on the invoice or AP won't process it.
• Forgetting retainage — bill the full amount where retainage applies and the GC's accountant rejects it.

EZdoc handles the formatting and the math so you can bill from the truck instead of the office. Describe the job, add your license and logo, and download a print-ready PDF in about 30 seconds. Generate your contractor invoice now — three free AI generations to dial it in, then save it as a template and bill every job in seconds.