Contractor Invoice Template: Bill the Day the Work Is Done
Every day an invoice sits in your head instead of your customer's inbox is a day the payment clock hasn't started. Most subs aren't slow to invoice because they don't care. They're slow because the office work starts after a full day on site. Here's a template that takes the thinking out of it, and a way to send it from the truck.
What goes on a contractor invoice
- Your company name, contact details and license number if your trade requires one.
- Who you're billing, the project address, and the GC's PO or subcontract number if there is one. Leave it off and a GC's accounts payable has an easy reason to set the invoice aside.
- An invoice number and date, and a clear due date.
- A plain description of the work and the dates you did it.
- Line items for labor, materials and equipment, with quantities and prices.
- Approved change orders on their own lines, with their numbers, so nobody has to guess what the extra money is for.
- Retainage, if your contract has it, shown as a deduction.
- How to pay you, and who to call with questions.
- Backup: photos of the finished work, signed tickets, and a lien waiver if the GC asks for one.
Free contractor invoice template
Copy it into Word, Google Docs, QuickBooks or your invoicing app, fill in the brackets and delete what doesn't apply.
Contractor invoice template
INVOICE From: [Your company name, license # if your trade requires one, phone, email] Bill to: [Customer or GC company], Attn: [name] Project: [project name and address] PO or subcontract #: [#] Invoice #: [#] Invoice date: [date] Payment due: [date, or "Net 15" / "Net 30" per your agreement] WORK COMPLETED [Plain description of what was done, with the dates you were on site.] LINE ITEMS Labor: [hours] hrs x $[rate] = $[amount] Materials: [item, quantity x unit price] = $[amount] Equipment or rentals: [item] = $[amount] Approved change order #[#], signed [date] = $[amount] Subtotal: $[amount] Tax: [if it applies to your work; check with your accountant] Less retainage held ([x]%, if your contract has it): -$[amount] AMOUNT DUE: $[amount] HOW TO PAY [Check payable to, ACH details by request, card link, or app] BACKUP ATTACHED [Photos of completed work, signed tickets, lien waiver if the GC requires one] Thank you for the work. Questions on this invoice go to [name, phone].
Invoice or pay application?
If you're billing a homeowner, a service call or a small GC job, an invoice is right. If you're on a GC's schedule of values with monthly progress billing, they usually want a pay application instead, often on their form or an AIA G702 and G703. That has its own rules, covered in how to get your pay app approved the first time.
Invoice the day the work is done
The habit matters more than the template. Before you leave the job, take your photos, then record a 30-second voice note: what you did, the hours, the materials. Paste that into ChatGPT, Claude, Copilot or Gemini with this prompt, check every number, and send it from the truck.
Invoice from a voice note
You are the office manager for [Company], a [trade] contractor. Turn my notes below into a one-page invoice. Include: invoice number [#], today's date, bill-to [customer or GC], project name and address, PO or subcontract number, a plain description of the work with dates, line items for labor, materials and equipment with quantities and prices, any approved change orders listed separately with their numbers, subtotal, retainage if I mention it, amount due, due date [terms], and how to pay. Use only the numbers I give you. If a number or detail is missing, list it at the top as a question instead of guessing. My notes: [paste or dictate what was done, hours, materials and prices]
AI writes the page. You own the numbers. Read every line before it goes out, and never paste a customer's bank or card details into an AI tool. If extra work came up on the job, write it up as a change order and get it signed before it shows up on an invoice.
Follow up without the awkward call
Put the due date on your calendar when you send the invoice. If it passes, send a short reminder that day. A late payment is often a lost email or a missing PO number, not a customer dodging you.
Friendly payment reminder
Write a short, friendly payment reminder to [name] at [company] for invoice #[#] dated [date] for $[amount] on [project]. It was due [date]. Keep it under 80 words. Restate the amount and due date, attach a copy of the invoice, ask if anything is holding it up, and give my direct number [phone]. No threats and no late fee language unless I tell you my contract has one.
This is general guidance, not tax or legal advice. Sales tax, retainage and late fees depend on your contract and your trade, so check with your accountant or attorney.
Where to start
Money Audit
One recent job, every invoice, change order and payment tied to the bank. See what you're still owed.
See the Money AuditFree Paperwork Pack
Ten copy-and-paste AI prompts for change orders, pay apps, insurance certificates and GC replies.
Get the packTyler Alexander is the founder of Cranes Consulting and co-owner of Alexander² Construction, a general contractor in Tampa and Naples. He teaches subcontractors and small businesses to use AI to cut office time.