Free Contractor Invoice Template

Word, Excel and PDF · Free, no signup · Updated October 4, 2026

Construction and trade clients want to see labor and materials separately. This template has two line-item sections, each with its own subtotal, plus header fields for the job site address (which is often different from the billing address) and your contractor license number.

A "Less: deposit received" line handles the materials deposit most contractors take before starting. For subcontractors who need to turn an accepted quote into a deposit invoice, see how to turn a quote into an invoice.

Preview of the Contractor Invoice template layout

What's in the template

  • Line-item columns: Description, Qty, Unit price, Amount
  • Your details, client (Bill to) block, invoice number, invoice date and due date
  • Extra header fields: Job site, License #
  • Separate Labor and Materials sections, each with its own subtotal
  • Subtotal, tax at a rate you set, total
  • "Less: deposit received" line and balance due
  • Payment terms and instructions section

Sample entries show how to fill it in; replace them with your own. All three files share the same layout. The Excel version calculates line amounts and totals; the PDF is a blank, print-ready form.

Best for

  • General contractors and handymen
  • Plumbers, electricians, roofers, painters and tilers
  • Subcontractors invoicing a main contractor
  • Jobs with a materials deposit and a final balance

How to use this template

  1. Download the format you prefer: Word to edit like a document, Excel for automatic totals, or the PDF to print and fill in by hand.
  2. Add your details: business name, address, contact details and, if you have one, your logo and tax number.
  3. Fill in the client and invoice details: who you are billing, a unique invoice number, the invoice date and the due date.
  4. List what you are billing, one line per item or task.
  5. Check the totals (Excel calculates them; in Word, work them out or use the online generator), then add payment terms and how to pay.
  6. Save as PDF and send. See how to send an invoice.

Prefer not to download anything? Fill in the same fields in the free online invoice generator and save the result as a PDF.

Tips for contractor invoices

Take a materials deposit

On jobs where you buy materials up front, invoice a deposit when the quote is accepted. Some US states cap home-improvement deposits (California, for example, limits most to 10% or $1,000, whichever is less), so check your state's rules.

Bill progress payments on larger jobs

Invoice at defined stages (rough-in, inspection, completion) rather than at the end. Label each one "Progress invoice 2 of 4".

Retainage

If the contract withholds retainage (often 5–10%), show the full amount earned, subtract the retainage, and invoice the retained amount separately at completion.

Frequently asked questions

Should labor and materials be on separate lines?

Yes. It is clearer for the client and, in many US states, labor and materials are taxed differently. Showing them separately makes the sales-tax calculation straightforward.

Do I need to put my license number on the invoice?

Many US states require licensed contractors to show their license number on contracts, bids and advertising, and it is good practice on invoices too. Check your state licensing board.

How do I invoice a deposit?

Issue a separate invoice for the deposit amount, referencing the accepted quote. On the final invoice, show the full job total and subtract the deposit, so the balance due is clear.

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