You’ve finished your project. The big renovation, complex repair, or challenging remodel is now complete. Now it’s time to get paid for your labor and expertise. Whether you create an invoice using a free invoice template or invoicing software, an invoice provides transparency and helps ensure accountability. Download a free, customizable, and printable contractor invoice template from QuickBooks.
*See invoice template | Generate free invoice*
Jump to:
Whether you're a general contractor managing large-scale projects or a specialized tradesperson handling smaller jobs, you'll need an invoice that outlines services and deliverables to ensure smooth transactions. Here are eight essential elements every contractor invoice should include:
Your invoice should include your contracting company’s name, address, contact information, and any relevant licensing details. This makes it easy for clients to identify your business, while the licensing information provides reassurance that you’re a qualified professional. Enhance your brand recognition by adding a logo.
Both contractors and customers rely on the invoice date for various purposes.
Contractors use it to track when services were provided, set payment terms, and support cash flow management. Customers look to the date to determine payment deadlines, manage budgets, and resolve disputes if necessary.
The invoice date also plays a role in tax compliance, determining the correct tax period for reporting income or claiming business expenses and ensuring adherence to legal and financial regulations.
Describe your work in detail, such as installing flooring, upgrading an electrical panel, or repairing a roof.
An inclusive list helps the client fully understand the work completed, reducing the likelihood of disputes over charges.
Break down your labor costs. How you do this can vary depending on how you bill, for example:
Be specific and itemize each task separately to ensure accurate pricing. Labor rates can differ significantly depending on the trade. For example, you might have different hourly rates for electricians, plumbers, carpenters, and other specialized technicians.
List the materials used for the project, such as lumber, paint, or tiles. Consider how you will specify pricing. A common method is to detail costs as follows:
Be sure to include any supplemental charges. Some examples include costs related to:
The "Amount Due" section of your invoice should outline the final total, incorporating:
Your invoice should include straightforward payment terms and instructions that outline exactly how and when you expect to be paid. Be sure it lists the following:
The frequency with which you should send an invoice varies greatly depending on the project type and the agreement you have set with your client. For smaller or one-time jobs, you may want to send the invoice upon project completion. For ongoing or larger projects, contractors often bill on a weekly, biweekly, or monthly basis, depending on the project's milestones or payment schedule.
Yes, contractors often provide itemized invoices. Breaking down labor and material costs provides a record for both you and your customers. Itemization can be helpful for budgeting, accounting purposes, and future project planning and scoping.
As a contractor, you want to make it easy for your clients to understand their invoices and pay on time. Follow these best practices to create professional invoices and maintain a steady cash flow.
Reinforce your professional image by including your business logo and consistent brand colors on your invoices.
Date and number each invoice to keep billing organized and simplify recordkeeping and referencing.
List your client’s full name, address, and contact information.
Include your contracting license number and any relevant certifications.
If applicable, add the project name, location, and job reference number. This information is especially important if you're handling multiple jobs for the same client.
Differentiate between labor charges and material costs. Include labor hours worked, hourly rates, and a breakdown of material expenses.
If the project is billed in stages, avoid confusion by specifying which phase or milestone the invoice covers.
Include any supporting documents like receipts, architectural drawings, timesheets, purchase orders, or material invoices as attachments.
State the due date, accepted payment methods, and any penalties for late payments. Clear terms help manage client expectations and encourage prompt payment.
Proofread the invoice. Mistakes can cause payment delays and affect client satisfaction.
Export the completed invoice as a PDF to preserve formatting and ensure compatibility on any device.
As a contractor, you want to ensure that you get paid promptly—and that starts with creating and sending your invoice. Using an Excel, Word, or PDF invoice template is a basic solution for designing and sending invoices. The problem is it lacks the efficiency and functionality offered by QuickBooks invoicing and accounting software.
Traditional invoice templates allow contractors to personalize invoices with branding elements like a logo or contact details. However, each invoice will require manual input for listing customer details, project descriptions, specific services provided, and materials used.
QuickBooks invoicing eliminates repetitive manual entry by automatically populating customer details, project descriptions, and pricing information, saving contractors time and reducing the risk of errors. Its automation and streamlined processes ensure professional, accurate invoices with minimal effort.
Contractors constantly juggle complex projects — often simultaneously. Standard invoice templates often fall short as they require manual tracking of payments, updates, and adjustments. QuickBooks automates these processes with features like:
Leveraging advanced automation tools with QuickBooks reduces administrative work and eliminates delays, so you can focus on completing your projects.
Contractors often deal with staggered payments or milestones, which can make cash flow management challenging. Unlike manual invoice templates, QuickBooks integrates invoicing with bookkeeping, offering tools to track unpaid invoices, monitor due dates, and view payment histories. These features help contractors maintain steady cash flow, plan for expenses, and ensure financial stability throughout a project lifecycle.
Whether you’re in the office or on a project site, QuickBooks makes it easy for you to send invoices directly via email or SMS 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.
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.
Contractors can stay organized and on top of their payments—and their cash flow—with QuickBooks' tracking features. You'll know when your clients view or pay invoice and follow up on overdue accounts confidently.
QuickBooks can help you get paid faster by giving you the ability to offer multiple payment options, including credit/debit cards, ACH, Apple Pay®, PayPal, and Venmo.
Progress billing allows contractors to invoice clients at different stages of a project instead of waiting until the end. This involves sending invoices that reflect the percentage of work completed, along with any necessary supporting documentation. Clients pay for the completed portion of the work, helping you sustain cash flow and manage expenses throughout the project's duration.
Create a custom contractor invoice online with our free generator — autofill job details, add branding, download, and send. Prefer a downloadable blank invoice template? Use our free printable invoice templates in Word, Excel, PDF, and other formats.
For contractors seeking an easier and faster way to handle invoicing, QuickBooks offers a practical solution. Our invoicing software simplifies the billing process by automating the creation of professional, instantly payable invoices. It also integrates seamlessly with expense tracking and reporting tools, centralizing your financial management. This streamlined approach helps with tax preparation, improves organization, and provides valuable insights to support smarter business decisions.
Call Sales: 1-800-285-4854
