# Contractor Invoice Template A contractor invoice template is a ready-made bill for finished work that lists your business and license details, the customer and job site, an itemized breakdown of labor and materials, tax, deposits already paid, the balance due, the due date and how to pay. Fill it in after the job and send it the same day. ## Key takeaways - Copy the full template below or download the printable version, which you can type into and save as a PDF. - Itemize labor, materials and fees separately. Itemized invoices get fewer disputes and make sales tax easier where labor and materials are taxed differently. - Show the deposit already paid and a clear balance due, a due date and at least two ways to pay. - Send the invoice the day the job is done. Every day it sits on the dash is a day later you get paid. ## The free contractor invoice template Copy the template below into your own document, or download the printable version. The printable file opens in any browser: click a field, type over it, then print or save it as a PDF to email or text to the customer. ### INVOICE **From** Business name: ____________________ Address: ____________________ Phone / email: ____________________ Contractor license #: ____________ (if your state or city requires it) **Invoice details** Invoice #: ________ Invoice date: ________ Due date: ________ Job / PO #: ________ Date(s) of service: ________ Estimate # approved: ________ **Bill to** Customer name: ____________________ Billing address: ____________________ Phone / email: ____________________ **Job site** Service address (if different): ____________________ Technician / crew: ____________________ **Work performed** Summary of what was done, what was found and any recommendations: ______________________________ **Line items (description · qty/hrs · rate · amount)** Labor: ________ · ___ hrs · $___ · $_____ Materials / equipment: ________ · ___ · $___ · $_____ Materials / equipment: ________ · ___ · $___ · $_____ Trip or diagnostic fee: ________ · 1 · $___ · $_____ Permits, disposal or other fees: ________ · 1 · $___ · $_____ **Totals** Subtotal: $_____ Discount: −$_____ Sales tax (___%): $_____ Total: $_____ Deposit / payments received: −$_____ **BALANCE DUE: $_____** **Payment terms** Terms: Due on receipt / Net 15 / Net 30 Late fee: ____ (only if your state allows it and it was in your estimate or contract) Ways to pay: card link · ACH · check payable to ________ · other ________ Warranty: ____ days labor; manufacturer warranty on parts as stated **Sign-off** Customer signature (work completed): ____________________ Date: ________ Thank you for your business. Questions? Call or text ____________. ### Download the template - [Printable contractor invoice (HTML)](https://www.brix.so/templates/files/invoice-template.html): Opens in your browser. Type into the fields, then print or save as PDF. Letter size. ## What should a contractor invoice include? A contractor invoice should include enough for the customer to know what they're paying for and enough for you to prove it later. That means who did the work, for whom, where, when, what it cost line by line, what's already been paid, what's due and by when. Here's what each section is for. **Invoice fields and why they matter** | Field | Why it's there | | --- | --- | | Invoice number | Unique and sequential, so you and the customer can reference it and your books can match the payment to the job. | | License number | Many states and cities require it on contracts and bids; putting it on invoices too builds trust and saves a question. | | Service address and dates | Proves when and where the work happened. Matters for warranty claims, lien deadlines and disputes. | | Work performed summary | Two or three plain sentences. A customer who understands the work pays faster than one staring at part numbers. | | Itemized lines | Separates labor, materials and fees. Needed where labor and materials are taxed differently, and it heads off 'what's this charge?' calls. | | Deposit and payments received | Shows the customer you credited what they already paid. Leaving it off is the top cause of short-pays and angry calls. | | Due date and terms | "Due on receipt" or "Net 15" with an actual date. No date means the bill goes to the bottom of the pile. | | Ways to pay | A card or ACH link gets paid fastest. Offer at least two methods. | | Warranty | States what's covered and for how long, which cuts down on free callbacks later. | If you use progress billing on bigger jobs, add a line for the contract total, prior billings and percent complete, or use a pay application instead. See [progress billing](https://www.brix.so/learn/progress-billing) and [retainage](https://www.brix.so/learn/retainage) for how those invoices differ. ## Filled example: water heater replacement invoice Here's the template filled out for a plumbing job: a 50-gallon gas water heater swap with a new expansion tank, where the customer paid a $500 deposit when they approved the estimate. Prices are illustrative; use your own. **Invoice #1042, ABC Plumbing, due on receipt** | Description | Qty | Rate | Amount | | --- | --- | --- | --- | | 50-gal gas water heater, 6-yr tank warranty | 1 | $1,150.00 | $1,150.00 | | Labor: drain and remove old heater, install new, test for leaks and draft | 4 hrs | $125.00 | $500.00 | | Thermal expansion tank, fittings and gas connector | 1 | $95.00 | $95.00 | | Haul-away and disposal of old heater | 1 | $45.00 | $45.00 | | City plumbing permit (pass-through) | 1 | $85.00 | $85.00 | | **Subtotal** | | | **$1,875.00** | | Sales tax, illustrative 6% on materials only ($1,245.00) | | | $74.70 | | **Total** | | | **$1,949.70** | | Deposit received (paid at estimate approval) | | | −$500.00 | | **Balance due** | | | **$1,449.70** | _Illustrative prices and tax rate. Whether labor, materials or both are taxable depends on your state and the type of job; see [sales tax on labor vs. materials](https://www.brix.so/learn/sales-tax-on-labor-vs-materials)._ > **Why this invoice gets paid fast** > > The work summary says what the customer cares about: "Replaced leaking 12-year-old water heater. Added expansion tank required by code. Tested, no leaks. Hot water restored at 3:40 pm." > > The deposit is credited on the face of the invoice, so the customer sees $1,449.70, not $1,949.70, and doesn't call to argue. > > It went out by text with a card link before the truck left the driveway. ## How do invoices differ by trade? The core fields stay the same, but each trade has a few lines that should always be there. Add these to your copy of the template. **Invoice lines to add by trade** | Trade | Add these lines or details | Watch for | | --- | --- | --- | | HVAC | Equipment model and serial numbers, refrigerant type and pounds added, filter size, maintenance plan discount | Registering equipment warranties; note who registers them | | Plumbing | Fixture or heater model, permit fee, disposal fee, after-hours or emergency rate | Showing emergency rates were agreed before work started | | Electrical | Panel or circuit details, permit and inspection fees, materials by circuit | Inspection date and result if the job needed one | | Roofing | Squares installed, tear-off layers, decking replaced (sheets), insurance claim number | Deductible handling and separate supplement lines on insurance jobs | | General contractor / remodel | Contract total, change orders, prior billings, retainage held | Use progress billing; each change order needs its own signed form | | Landscaping | Visit dates in the billing period, per-visit rate, materials (mulch yards, plants) | Recurring monthly invoices for mowing contracts | | Cleaning | Visit date, hours or flat rate, add-ons (inside oven, windows) | Card on file for recurring clients | | Pest control | Treatment, product used, target pest, next service date | Some states require product details on service records; check your state | ## Common invoice mistakes that delay payment - **Invoicing days or weeks late.** The job is freshest the day it's done. Late invoices get questioned and paid late. Our guide to [getting paid faster](https://www.brix.so/learn/how-to-get-paid-faster-as-a-contractor) covers this in detail. - **One lump-sum line.** "Plumbing work: $1,949.70" invites a phone call. Itemize. - **No due date.** "Thank you for your business" isn't a due date. Put an actual date on it. - **Forgetting the deposit.** If the customer paid upfront, show it, or you'll get an angry call and a short payment. - **Only one way to pay.** Check-only invoices sit in drawers. Add a card or ACH link. - **Surprise fees.** Late fees, trip charges and card surcharges should appear in the estimate or contract first, not for the first time on the invoice. - **Duplicate invoice numbers.** They break your books and confuse reminders. Number sequentially. BRIX turns finished jobs into invoices, texts them with a payment link and politely chases unpaid ones, then syncs invoices and payments to QuickBooks so the books match the jobs. - [Invoicing and payments](https://www.brix.so/features/invoicing-payments): Turns finished jobs into invoices and politely chases unpaid ones until the money is in your account. - [QuickBooks sync](https://www.brix.so/integrations/quickbooks): Syncs customers, invoices and payments with QuickBooks so the books match the jobs. ## Frequently asked questions ### What is the simplest invoice format for a contractor? Your business name and contact info, an invoice number and date, the customer and job address, itemized labor and materials, the total, any deposit paid, the balance due and a due date. Add how to pay. The template on this page has all of that on one page. ### Should I charge sales tax on my invoice? It depends on your state and the job. Some states tax materials only, some tax labor too, and some treat contractors as the end consumer of materials. Itemizing labor and materials separately lets you apply the right rule. Check your state revenue department or a tax professional. ### What payment terms should a contractor use? Most residential service work is due on receipt. Commercial customers often expect Net 15 or Net 30. Whatever you choose, put it in the estimate the customer signed and show an actual due date on the invoice so there's no argument later. ### Can I add a late fee to an invoice? Often yes, but late fee limits and disclosure rules vary by state. The safest approach is to state the late fee in your signed estimate or contract, then repeat it on the invoice. Don't add a fee the customer never agreed to. ### How should I number my invoices? Use one sequence that never repeats, such as 1001, 1002, 1003, or a year prefix like 2026-0001. Avoid restarting the count. Unique numbers make it easy to match payments in your books and to follow up on a specific bill. ### Is an invoice the same as a receipt? No. An invoice asks for payment; a receipt confirms payment was made. Many contractors send the invoice, then send a paid receipt (or the same invoice marked PAID with a zero balance) once the money arrives. ### Do I need the customer's signature on an invoice? It isn't usually required, but a signature line confirming the work was completed is useful evidence if the customer later disputes the charge, especially for card payments. Many techs collect it on a phone or tablet before leaving. ## Related - [Contractor Estimate Template](https://www.brix.so/templates/estimate-template) - [Change Order Template](https://www.brix.so/templates/change-order-template) - [How to Get Paid Faster as a Contractor](https://www.brix.so/learn/how-to-get-paid-faster-as-a-contractor) - [How to Collect Unpaid Invoices (A Contractor's Escalation Plan)](https://www.brix.so/learn/how-to-collect-unpaid-invoices) - [What Is Accounts Receivable?](https://www.brix.so/learn/accounts-receivable) - [What Is Progress Billing?](https://www.brix.so/learn/progress-billing) - [Do Contractors Charge Sales Tax on Labor or Materials?](https://www.brix.so/learn/sales-tax-on-labor-vs-materials) - [Contractor invoicing software that sends the invoice and chases the money](https://www.brix.so/features/invoicing-payments) - [Bookkeeping for contractors that keeps your books tax-ready all year](https://www.brix.so/features/bookkeeping-taxes) - [QuickBooks for contractors: the right version, real job costing and a sync that keeps the books matched to the jobs](https://www.brix.so/integrations/quickbooks) --- Written by BRIX Editorial Team. Last updated 2026-10-19. Canonical: https://www.brix.so/templates/invoice-template