Use a free invoice template to send your customers clear, professional invoices that include a description of work provided, material, labor, and equipment costs, permit fees, total amount due, and payment terms and instructions. Download a free, customizable, and printable construction invoice template from QuickBooks.
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That major commercial build, complex repair job, or challenging residential remodel is complete. Now, it’s time to get paid for your labor and expertise. A well-designed construction invoice can help you get paid on time and maintain a polished image. Here’s what to include:
Your invoice should prominently display your construction company's name, physical address, phone number, email, and website.
You’ll also want to include your license number and any relevant certifications, such as OSHA certifications or specialty licenses. This information facilitates easy identification and reinforces your credibility as a qualified construction professional. Incorporate your company logo to enhance brand recognition and professionalism.
In construction, invoice dates are important for both you and your clients.
For construction pros, invoice dates are necessary for tracking project milestones, managing payment schedules, protecting lien rights, and forecasting cash flow. For clients, invoice dates help track payment deadlines, manage budgets, and mark warranty periods.
The invoice date is also important for tax issues and overall project management. It ensures that income and expenses are reported in the correct tax periods and helps both parties adhere to contract terms, maintain a clear audit trail, and efficiently resolve potential disputes or insurance claims.
Describe provided services in detail, such as pouring foundation, installing plumbing systems, or framing walls.
An inclusive list helps the client fully understand the work completed, reducing the likelihood of disputes over charges.
Itemize labor charges based on how you bill, such as:
Breaking down labor costs by specific tasks adds transparency, especially for complex projects. For example, you might list separate labor costs for demolition, framing, and drywall installation, with additional charges for an electrician or plumber.
Detail the costs associated with the products and materials utilized throughout the project. Consider specifying it as follows:
Account for supplementary costs that may arise during the project, such as:
The "Amount Due" section of your invoice should outline the final total, incorporating:
As a construction professional, you work hard to complete your projects on time and to your client’s satisfaction. Facilitate getting paid for your jobs by outlining payment terms and expectations.
Here's what to include:
Payment terms
Specify the payment due date, such as "Net 30" (payment due within 30 days of the invoice date), "Due on Receipt," or any other agreed-upon terms.
Accepted payment methods
Make it easy for your clients by listing all the ways they can pay you, whether by check, credit card, online payment, or cash.
Payment details
Provide all the necessary information for each payment method, like your check mailing address or a link to your online payment portal.
Late payment penalties
If you charge penalties for late payments, state the penalty amount or percentage.
Early payment discounts
Mention any early payment discount available and how to qualify for it.
Set the foundation for accurate billing and on-time payments by following these best practices when creating your construction invoice.
Enhance your company's professional image by including your business logo and using consistent brand colors on your invoices.
Provide each invoice with a distinct number and issue date to facilitate efficient tracking and recordkeeping.
Include your client's full name, address, and contact details to ensure accurate delivery and reference.
List your license number and any relevant certifications to establish credibility and comply with local regulations.
Break down all services provided and materials used, including descriptions, quantities, and costs.
Clearly outline payment due dates, accepted payment methods, and any late payment penalties.
Include any supporting documents like receipts, architectural drawings, timesheets, purchase orders, or material invoices as attachments.
Thoroughly proofread the invoice to eliminate errors that could lead to misunderstandings or payment delays.
Save, download, and send the invoice in a PDF format to maintain its layout and ensure compatibility across different devices and systems.
As with any industry, construction demands efficient invoicing to maintain a healthy cash flow and ensure timely payments. While basic Excel, Word, and PDF invoice templates can be a starting point for invoice creation, they often lack the functionality and automation that construction businesses need to manage their complex billing processes. A better option? QuickBooks invoicing and construction accounting software.
Traditional invoice templates offer some customization options for your construction invoicing needs, but they often require manual data entry for essential details like client information, project descriptions, and material costs. This can be a time-consuming and error-prone process, especially for larger or more complicated projects.
QuickBooks streamlines construction invoicing by automating much of this manual work. It automatically populates client details, project descriptions, and pricing information, saving you valuable time and reducing the risk of costly errors.
Standard invoice creation can be quite challenging for construction businesses that manage multiple projects with varying payment schedules and milestones. QuickBooks automates these processes with features like:
This level of automation offered by QuickBooks reduces administrative work, eliminates delays, and allows you to focus on completing your projects, not chasing payments.
As a construction pro, you’re likely rarely in the office. And with QuickBooks, you don’t have to be. Create and send invoices or estimates from your phone or tablet. Attach plans, contracts, or photos, and get notified when they're viewed or paid.
Construction projects often come with unpredictable payment schedules. QuickBooks helps you stay on top of your cash flow by integrating invoicing with bookkeeping so you can track outstanding invoices, monitor due dates, and forecast incoming payments.
Stay on top of your invoices and get paid faster with QuickBooks' tracking features. Know when clients have viewed or paid an invoice, and follow up on overdue accounts with confidence.
Give your clients the convenience of paying with credit cards, debit cards, ACH transfers, and even popular platforms like Apple Pay, PayPal, and Venmo. This flexibility can help you get paid faster and improve your cash flow.
Send invoices directly via email or SMS, whether it’s for one-time services or ongoing projects. For regular clients, automated recurring invoices can save time, especially for services like monthly maintenance or phased project payments.
QuickBooks invoicing for construction puts you in control of how you get paid. Accept payment options such as credit cards, bank transfers, checks, or even cash. Create invoices with a "Pay Now" button for instant online payments, or you can swipe cards on the spot with our mobile card reader. Payments will be tracked to the correct job, and funds will be deposited directly into your bank account.
Construction managers often use progress invoicing, which involves billing clients at various stages of project completion rather than all at once at the end. Each invoice details the percentage of work
Create a custom construction invoice online with QuickBooks—autofill job details, add branding, and send with ease. Prefer a blank template? Download free printable options in Word, Excel, or PDF.
When you’re ready for a simpler, time-saving alternative to manual invoice creation, consider QuickBooks. Our invoicing software automates your billing process, allowing you to create professional, instantly payable invoices with ease. Plus, it seamlessly integrates with expense tracking and other reporting tools, keeping all your financial management in one place. That means streamlined tax preparation, enhanced organization, and robust insights to support your decision-making.
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