Invoicing & Billing

Free Invoice Template for Contractors

A free invoice template for contractors is a standardized billing document that allows contractors to quickly detail work performed, materials used, labor costs, tax, and payment terms for clients. It helps ensure all necessary information is included for clear, professional invoicing and faster payment. Templates can be used for any trade—construction, electrical, plumbing, or remodeling.

We Get It

Building invoices from scratch every time wastes hours we don't have, and missing key details often delays payment. Many contractors struggle with inconsistent formats, unclear terms, and chasing customers just to get paid.

Understanding the Details

What Should a Contractor Invoice Template Include?

As contractors, we know a solid invoice does more than just list an amount due. A professional template should always include:

  • Company name and contact info at the top
  • Client's name and address for clear record-keeping
  • Invoice number and date issued
  • Detailed description of work performed—itemized labor, materials, equipment rental, etc.
  • Hourly rates or unit pricing as needed
  • Subtotal, tax, and total amount due
  • Payment terms (due date, accepted methods, late fees)
  • Optional notes, such as warranty info or thank-you message

Why Use an Invoice Template?

Templates save time, reduce errors, and create a consistent, professional impression. With all key fields pre-filled, you won't forget crucial details like tax or payment terms. This helps avoid disputes and supports faster payments, especially when working with repeat clients or on multiple jobs.

Practical Steps

How to Use a Free Contractor Invoice Template

  1. Download the template in your preferred format (Word, Excel, PDF).
  2. Fill in your company name, contact info, and logo for branding.
  3. Add the client's details—double-check spelling and addresses.
  4. Enter the invoice number and date for tracking.
  5. List each task or material supplied, including exact quantities and rates.
  6. Calculate the subtotal, taxes, and total due—double-check your math.
  7. Specify payment terms (e.g., Net 15, Net 30) and accepted methods (check, ACH, credit card).
  8. Save a copy for your records and send it to the client by email or mail.
  9. Follow up a few days before the due date if payment hasn't been received.

Tips from the Field

  • Always include your contractor license number if required by your state.
  • Use clear, simple language to avoid confusion or disputes.
  • Attach supporting documents (photos, receipts) for larger jobs.

How EZcontractPRO Helps

With EZcontractPRO, you can generate and customize invoice templates instantly, saving you hours and ensuring every invoice has the right details—no more missed payments or manual errors.

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Frequently Asked Questions

What information should be on a contractor invoice?
A contractor invoice should include your business name and contact info, client's name and address, invoice number, date, detailed description of work, itemized costs, taxes, total amount due, and payment terms. Including all these elements ensures clarity and helps you get paid promptly.
Can I use a free invoice template for any type of contracting work?
Yes, free invoice templates are designed to be flexible and work for general contractors, electricians, plumbers, remodelers, and other trades. You can easily customize the template to fit your specific job details or requirements.
How do I send an invoice to my client using a template?
After filling out the invoice template with all job details, save it as a PDF or print it out. You can then email it directly to your client, mail a hard copy, or deliver it in person—whatever suits your business process best.
Why do contractors need detailed invoices?
Detailed invoices protect both you and your client by clearly outlining the scope of work, materials used, and payment expectations. This helps prevent disputes, speeds up approvals, and makes it easier to track payments and outstanding balances.
Are there legal requirements for contractor invoices?
Some states require specific details on contractor invoices, such as your license number or a breakdown of labor and materials. Always check your local regulations to ensure your invoices meet legal standards.

Contractor Community Q&A

Real questions from contractors like you, answered by experts and peers.

Featured
A
Amanda S. Handyman • Portland, OR

Is it okay to invoice for more than the estimate if materials cost more than expected?

38 found helpful 2 answers
Construction Coach Expert

Only if your contract allows for it. Many contractors include language like "material costs subject to market conditions" but you need that in writing BEFORE the job starts. Otherwise, you eat the difference or negotiate a change order.

26
T
Tony L.

I build 10% material buffer into my estimates for exactly this reason. Clients never complain if I come in under budget.

12
T
Tom B. Painter • Miami, FL

When should I send the first invoice? After signing or after starting work?

19 found helpful 1 answers
EZcontractPRO Team Official

Best practice is to collect a deposit (25-50%) upon contract signing, before any work begins. This covers your initial material costs and confirms the client is committed.

13

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