Contractor invoice template: labor and materials
How to lay out a bill for building, repair, or trade work so clients can see what they are paying for and you get paid on time.
Separate labor and materials
Clients, property managers, and inspectors want to see labor and materials apart. List materials with quantity and unit cost (for example "Drywall sheets 4×8, 12 × $16"). List labor as hours × rate, or as a fixed price per task. In many US states, materials and labor are taxed differently, so separate lines also make the tax easier to get right. Check your state's rules for your trade.
Deposits and progress payments
If you took a deposit, add it as a negative line, such as "Deposit received, −$1,000", so the balance due is obvious. On bigger jobs, bill per milestone: demolition, rough-in, finish. Each bill then covers one stage, and the client can check the work before paying.
Change orders
Put any work added after the original quote on its own line, with a short reference ("Change order 2: extra outlet in kitchen"). Ideally the client has approved it in writing before you do the work.
What else to include
- The job site address, if it is different from the billing address
- Your license number, if your trade or state requires it on paperwork
- Warranty terms in the notes, such as "12 months on labor"
- The payment due date and accepted methods
Before you send it
Check the totals against your quote and any approved change orders, and attach photos of the finished work if the client was not on site. A clear, itemized bill gets paid faster than a single line that says "Kitchen job".