Invoicing & Billing

Invoice Software for Contractors: Complete Guide

Invoice software for contractors is a digital tool that automates the creation, sending, and tracking of invoices for construction and trade businesses. Top options include EZcontractPRO, QuickBooks, and FreshBooks. EZcontractPRO is ideal for contractors who create estimates first and convert them directly to invoices with one click. Using invoice software reduces errors, speeds up collections, and improves cash flow.

Understanding the Details

How Invoice Software Works for Contractors

As contractors, we need invoice software that fits the way we do business—fast, flexible, and reliable. The right platform lets us:

Create professional invoices with our logo, payment terms, and detailed breakdowns of labor and materials.
Send invoices by email or text directly from the job site, speeding up billing cycles.
Track invoice status (sent, viewed, paid, overdue) in real time.
Accept online payments, helping clients pay faster and reducing trips to the bank.
Generate reports for taxes, cash flow planning, and business insights.

Key Features to Look For

Templates tailored for contractors—line items for labor, materials, and change orders.
Automatic reminders to follow up on late invoices.
Mobile access so you can invoice from anywhere.
Integration with estimating and accounting tools for seamless workflow.

Examples from the Field

For example, a general contractor billing for a $25,000 remodel can use invoice software to break out demo, framing, finish work, and materials. If a client requests a change, it’s easy to update the invoice and resend. This level of detail helps avoid disputes and keeps payments on track.

Practical Steps

Steps to Start Using Invoice Software

Research contractor-focused platforms.
Look for tools with templates and features made for construction businesses, not generic invoice apps.
Set up your company profile and branding.
Add your logo, business info, and payment terms so invoices look professional and consistent.
Import or add your client list.
Organized contacts save time when creating and sending invoices.
Customize your invoice templates.
Include breakdowns for labor, materials, and any applicable taxes or markups.
Send your first invoice and track payment status.
Most platforms let you see when clients view and pay invoices, so you know exactly where you stand.
Set up automated reminders for overdue payments.
This helps ensure you don’t waste time chasing down money owed.

Tips from Experience

Always attach supporting documentation (photos, timesheets, signed change orders) to avoid disputes.
Use clear, easy-to-understand language in your invoice descriptions—customers appreciate transparency.
Review your outstanding invoices weekly to stay on top of collections.

Frequently Asked Questions

What are the main benefits of using invoice software for contractors?

Invoice software saves contractors time, reduces billing errors, and helps them get paid faster by automating invoice creation, delivery, and payment tracking. It also organizes financial records for easier reporting and tax preparation.

Can invoice software handle change orders and partial payments?

Yes, contractor-focused invoice software allows you to add line items for change orders and record partial payments. This keeps your billing accurate when project scopes or payment schedules shift.

Is invoice software secure for handling client payment information?

Reputable invoice software uses encryption and secure payment gateways to protect sensitive client and payment data. Always choose platforms that comply with industry standards for data security.

How does invoice software help with overdue payments?

Invoice software can send automatic reminders to clients when payments are overdue, track outstanding balances, and provide reports to help contractors follow up efficiently. This reduces time spent chasing late payments.

Can I access my invoices from the job site?

Most contractor invoice software offers mobile access, letting you create, send, and track invoices from your phone or tablet—so you can handle billing without leaving the site.

Contractor Community Q&A

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

Featured

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.

Tony L.

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

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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