General Contractor Invoice Template

What is a construction invoice template?

A construction invoice template is a formatted document used by contractors to give details of their services and the associated fee or cost when collecting payment for their work with another party, such as a client. For most residential construction projects, key items that should be included on an invoice template are:

A list of products and/or services rendered: This includes items such as labor hours, materials, service fees, and other related items.

Payment terms – After providing service, clearly state your payment terms (i.e., full payments upon completion vs. partial payments as milestones are hit).

Total cost for services rendered and any additional fees if applicable (such as taxes): Make sure you list out every line item so there’s no confusion about what the charge is for.

Details necessary for making payment including name/address/other contact info. Make sure you provide all necessary info so that payment can be sent without delay once work has been successfully completed.

What are the different types of contractor invoice templates?

Our free invoice template includes three different types of invoices that you can choose from after your invoice data has been entered. The options are based on the three most common invoice formats:

Standard Contractor Invoice Template

A standard contractor invoice includes a breakdown of all the individual expenses with unit price, unit quantity, and total price. The price of each line item on the invoice may include a markup, but it isn’t listed as an additional fee but instead factored into the unit price displayed.

Cost Plus Fixed Fee Invoice Template

A cost plus fixed fee invoice includes a detailed breakdown of all expenses, including labor, materials, overhead costs like administrative time for filing invoices. The sum total of these expenses is then added together (cost) and a percentage markup (plus) is included so that the contractor’s profit is specified on the invoice.

Lump Sum Invoice Template

A lump-sum invoice is a type of invoice that outlines all the charges for a single project, service, or job as a fixed amount. The invoice will often include a list of expenses, but not broken down by unit price and unit quantity. These invoices are typically used with the cost of a project was set and agreed upon ahead of time and aligns with the signed contract.

What should be included in a construction invoice?

A construction invoice needs to include all the information required for a client to review, approve, and pay without having to follow up for missing details. Every invoice should contain:

• Your company name, logo, and contact information
• The client’s name and project address
• A unique invoice number
• The invoice date and payment due date
• A line-by-line breakdown of all work completed with quantities and unit costs
• Any applicable taxes or management fees
• The total amount due
• Your accepted payment methods

Missing even one of these — especially a due date or invoice number — is the most common reason invoices get delayed or disputed. This template pre-structures all of these fields so nothing gets left out.

When should I use a construction invoice?

You should send a construction invoice every time you are requesting payment for work completed or costs incurred on a project. The right timing depends on the size and contract structure of the project:

• For small projects, send a single invoice once all work is complete and the client has signed off.
• For large projects, send progress invoices tied to agreed milestones — for example, after site preparation, after framing, and at final close-out.
• For projects requiring upfront costs, send a deposit invoice before work begins to cover materials and mobilization.
• For change orders, send a separate invoice for each approved scope addition rather than folding it into the next milestone invoice.
• For ongoing or retainer-based work, send invoices on a fixed schedule — weekly or monthly — as defined in the contract.

The key rule is simple: send the invoice the same day the milestone is reached or the work is completed. Waiting days or weeks is the most common cause of delayed payments and cash flow problems for contractors.

What payment terms should a contractor use on an invoice?

The most common payment terms for residential construction are Net 7, Net 14, or Net 30 — meaning payment is due within 7, 14, or 30 days of the invoice date. Here is a simple guide to choosing the right one:

• Net 7 — best for small, straightforward jobs where payment is expected quickly
• Net 14 — the most common standard for residential projects, giving clients enough time without letting invoices age too long
• Net 30 — suited for larger projects or clients who require a longer approval process before releasing payment

A few other things to always include on every invoice:

• State your payment terms clearly on every invoice — never assume the client remembers what was agreed
• Add a late payment fee of 1.5% per month on overdue balances to encourage on-time payment
• Make sure the terms on your invoice match exactly what is written in your signed contract