Invoicing & Billing

How to Invoice as a Contractor

To invoice as a contractor, create a detailed bill that lists your work, materials, labor, payment terms, and due date, then send it to your client promptly after work is completed or as outlined in your contract. Use a professional format that clearly shows what was done, how much is owed, and how payment should be made. Always keep a record of each invoice for your own bookkeeping and follow up if payment is late.

We Get It

Staying on top of invoicing can be a real headache when you're juggling jobs and paperwork. We've all lost track of payments or had clients delay because details weren’t clear. Accurate, timely invoices are the difference between steady cash flow and financial stress.

Understanding the Details

What Should a Contractor Invoice Include?

A professional contractor invoice should be clear, detailed, and easy for your client to understand. Missing information leads to payment delays.

  • Contact information: Your business name, address, phone number, and email
  • Client details: Name and address of the person or company being billed
  • Invoice number and date: For tracking and bookkeeping
  • Detailed breakdown: List materials, labor, and any additional charges with quantities and unit prices
  • Total amount due: The full amount the client needs to pay
  • Payment terms: Due date, accepted payment methods, and late fee policies
  • Project description: Brief summary of work performed or services rendered

Why Clear Invoices Matter

In the field, we've seen that invoices missing line items or due dates often get pushed to the bottom of the client's pile. Detailed invoices help avoid disputes and speed up payment.

When to Send Your Invoice

Send invoices as soon as the job or a project milestone is completed. For ongoing projects, invoice according to the schedule in your contract—weekly, monthly, or upon completion.

Practical Steps

How to Invoice as a Contractor: Step-by-Step

  1. Gather job details

    Confirm the scope of work, materials used, labor hours, and any extras. Double-check your notes and signed agreements for accuracy.

  2. Create the invoice document

    Use a template or invoicing tool to include all required fields: your info, client info, invoice number, date, itemized charges, total, and payment terms.

  3. Itemize all charges

    List each task, service, or material separately with descriptions, quantities, unit costs, and line totals. This prevents confusion and backs up your pricing if questioned.

  4. Specify payment terms

    Clearly state the due date (e.g., "Net 15" means payment is due 15 days after invoice date) and accepted payment methods (check, ACH, credit card, etc.).

  5. Review for accuracy

    Double-check calculations, spelling, and client details. Even small errors can cause delays.

  6. Send the invoice

    Email the invoice in PDF format, use invoicing software, or mail a hard copy, depending on the client’s preference. Keep a copy for your records.

  7. Follow up

    If payment isn’t received by the due date, send a polite reminder or call the client directly. Consistent follow-up is crucial for getting paid on time.

How EZcontractPRO Helps

EZcontractPRO makes it simple to generate professional invoices with all the necessary details and track payments in one dashboard, saving you hours on paperwork each month.

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Frequently Asked Questions

What is the best format for a contractor invoice?
The best format for a contractor invoice is a clear, itemized PDF or digital document that includes your business info, client details, unique invoice number, date, breakdown of services and materials, total amount due, and payment terms. Consistency and clarity help clients process your invoice quickly.
How soon should I send an invoice after completing a job?
Send your invoice as soon as the work is completed or according to the payment schedule in your contract. Prompt invoicing shows professionalism and increases your chances of getting paid faster.
What should I do if a client doesn't pay my invoice on time?
If a client misses a payment deadline, follow up promptly with a reminder email or phone call. Refer to your contract’s late payment terms and, if needed, consider adding late fees or withholding further work until payment is received.
Can I invoice for change orders separately?
Yes, it's best practice to invoice for change orders as separate line items or even as a separate invoice. This keeps your billing transparent and helps avoid disputes over additional work.
Do I need to charge sales tax on my invoices?
Whether you need to charge sales tax depends on your state’s laws and the type of service or product provided. Always check local regulations and include any required taxes as a separate line item on your invoice.

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.

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