Free Contractor Invoice Template

Whether you’re defined as an independent contractor, freelancer, or employee, then your invoicing process might be a little different. As an employee of a company, you potentially have access to a standardized and uniform blank invoice template used throughout the departments. But as an independent contractor, this free invoice template creation will fall to you. 

Contractor invoice templates can include fees for consultation, labour, and materials, although some contractors offer free consultations and estimates, then incorporate the cost in their contract pricing.

Download our free independent contractor template to create a professional invoice to send to your clients and get paid.

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What Information Should Your Contractor Invoice Contain?

The terms of your agreement with your customer or client determine what information should be detailed on your contractor invoice. Generally, you should separate your contract price (the amount you state in the contract that your client must pay for your work) from any materials costs, and goods and services tax (GST) and harmonized sales tax (HST). 

Imagine this contractor invoice example- you’re a roofing contractor who has completed a new roof installation on your customer’s home. Your contract requires your customer to pay 50% of the contract price and materials costs upfront, and the remaining 50% plus tax when you complete the job and it passes inspection.

When it comes time to collect the final balance, your contract template invoice should show:

  • The contract price for the roof installation ($5,000)
  • The cost of materials ($2,000)
  • A brief description of the work location and your scope of work
  • The dates you started and finished the work
  • The total cost ($7,000)
  • Credit for the 50% payment amount you received ($3,500), as well as the date you received it
  • The amount of GST/HST
  • The balance owed ($3,500 plus GST/HST) and the due date 

The contractor receipt sample should also include to whom the payment should be made, acceptable forms of payment, and the names, addresses, and contact information of the invoice sender and recipient.

Invoicing for Materials on Your Contractor Receipt

Depending on what kind of contractor work you engage in, you might need to buy supplies or parts for your customer. This cost is usually passed along to your client with a markup, which is a percentage added to the material price to take as profit. 

Percentages vary based on your material sources and your market. For instance, if you’re a roofing contractor buying shingles from a wholesaler, your markup might be higher than if you buy them from a retailer. Therefore, determine your pricing structure for materials and stay consistent from job to job. 

You will want to create a detailed list of all materials used in the project and record that information on the invoice contracting template for each job. Then, add the material to the line item and include pertinent details such as the description, brand name, part or model number, and price per unit. 

When Should You Send Contractor Invoices?

Some contractors invoice their clients at the end of the month because it reduces the time spent preparing paperwork. However, small business experts recommend sending invoices immediately after completing a project. Instant invoicing helps ensure cash flow and prevents you from carrying your customer’s debt for longer than necessary under your contract terms.

That being said, sometimes contracting jobs are a significant undertaking that happens over a long period of time. In this case, progress invoicing is advantageous as it allows you to charge for incremental work completed at different project stages.

Tips for Managing Your Invoice Contract Templates

Having an independent contractor invoice template at the ready will help you streamline the invoicing process for every client. But there is still more you can do to make managing your accounts easier. 

Send detailed proposals to the client before the job starts. Map out all the work that needs to be done and the materials used so the client knows exactly what is required for the job. Ensuring the client understands these requirements will make the invoicing process smoother, as there will be no surprises waiting for either party to deal with. 

State clear and concise invoice payment terms directly on the document so clients know how to pay you and in what time frame. On the same note, accept all forms of payment to provide clients with some flexibility on how they settle your account. 

Finally, consider using invoicing software for electronic invoicing, as the software makes it easier to get paid. Software programs like QuickBooks Online can automate your payment processes while giving you professional invoices that allow you to incorporate your company logo. Add a ‘pay now’ button directly into the invoice so clients can pay their accounts as soon as they see the invoice. Why not try it for free today. 

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