Free resource
Contractor invoice template
A free template you can copy and edit, with labor, materials, deposits, change orders and payment terms. It is a starting point, not legal or tax advice.
An invoice is the last thing a customer reads about your job. A clear one gets paid. A vague one gets a phone call asking what "misc. materials, $340" means.
Copy the template below, put your details in and edit it to fit your trade. It's a starting point, not legal or tax advice. Check your state's rules on licensing details, sales tax and late fees. Quoting the job first? Use the contractor estimate template and carry its line items onto the invoice.
What every contractor invoice should include
- Your business name, address, phone, email and logo
- Your license number, if your state requires it on invoices
- The word "Invoice", an invoice number and the invoice date
- The customer's name, billing address and the job site address
- A description of the work and the date it was done
- Labor and materials as separate lines
- Any deposit already paid, and change orders
- Subtotal, sales tax (if it applies) and total due
- Payment terms: due date, how to pay, and any late-fee terms
The IRS lists invoices among the supporting documents a business should keep, and says supporting documents should show the payee, the amount, the date and a description of what was provided. A good invoice does all of that.
The template
Copy each block and edit the bracketed fields. Nothing here is gated and there is no sign-up.
Your company
[Your company name]
[Street address] · [City, State ZIP] · [Phone] · [Email]
License no.: [number, if required]
Invoice details
INVOICE
Invoice no.: [number]
Invoice date: [date]
Due date: [date]
Customer and job
Bill to: [Customer name] · [Billing address] · [Phone] · [Email]
Job site: [Service address, if different]
Job / PO reference: [Customer PO or your job number]
Work performed
Date(s) of service: [date(s)]
Description: [Plain-language description of the work, for example "Replaced 40-gallon gas water heater, installed new expansion tank, hauled away old unit."]
Labor
Description: [Labor description] — Hours: [ ] — Rate: $[ ] — Amount: $[ ]
Materials
Item: [Item] — Qty: [ ] — Unit price: $[ ] — Amount: $[ ]
Other charges
[Permit fee / trip charge / disposal] — Amount: $[ ]
Change orders (if any)
CO no. [ ] — Description: [ ] — Approved on: [date] — Amount: $[ ]
Totals
Subtotal: $[ ]
Sales tax ([rate]% on [taxable items], if applicable): $[ ]
Less deposit received on [date]: −$[ ]
Total due: $[ ]
Payment terms
Payment is due by [due date]. [Describe accepted payment methods.]
[Optional, if allowed in your state:] [Describe your late-fee terms.]
Warranty
[Describe your labor warranty, for example "Labor warranted for [period] from the date of service." Note any manufacturer warranty on equipment.]
Thank you for your business.
Filling it in: notes section by section
Labor and materials, separately
List them on separate lines. Customers trust an invoice they can follow, and some states tax materials and labor differently. If you price flat-rate, show the flat-rate line with a clear description instead of hours. Our guide to flat rate vs. time and materials covers when each fits.
Deposits and change orders
If the customer paid a deposit when they signed the quote, show it as a line taken off the total, with the date. If the scope changed, list each approved change order with its date. That stops "I never agreed to that" before it starts.
Payment terms and late fees
Put a due date on every invoice, not "due on receipt" if you mean 15 days. If you charge late fees, state them on the invoice and in your contract. Whether and how much you can charge depends on your state, so check before you add one.
Keep your invoices, too
Sending the invoice isn't the end of it. The IRS treats invoices as records that support your income and expenses, and has generally suggested keeping records for three years. Keep a copy of every invoice you send and the proof of payment, organized by year, and ask your accountant what applies to you.
When a template stops being enough
A template works for a few invoices a week. It stops working when you're retyping job details from a work order, chasing who's paid and copying totals into your books on Friday.
FSM Navigator creates the invoice from the job your technician completed and sends it as a PDF. Invoicing is on every plan, including the Free plan for up to 5 users. On Pro, customers can pay online by card or bank transfer, a quote deposit paid online is credited on the final invoice, and invoices go to QuickBooks Online. See invoicing and payments for what each plan includes.
Go deeper
Invoicing and payments
Invoices created from the completed job, with online payment on Pro.
Read moreContractor estimate template
The companion template for the quote that comes before the invoice.
Read moreFlat rate vs. time and materials
How to choose a pricing method and show it on the invoice.
Read moreContractor invoice template questions
What should a contractor invoice include?
Your business details and license number if required, an invoice number and date, the customer and job site, a description of the work, labor and materials as separate lines, tax, any deposit, the total due and your payment terms.
Should labor and materials be listed separately?
Yes. It makes the invoice easier to follow, and some states tax them differently.
Can I charge a late fee on an invoice?
In many states, yes, if it's in your terms, but rules and limits vary. Check your state's law and state the terms on the invoice.
Do I need my license number on an invoice?
Some states require it on contracts and invoices. Check your state licensing board.
How long should I keep invoices?
Keep them as business records. The IRS has generally suggested keeping records for three years, and longer in some situations. Ask your accountant what applies to you.
Is this template legally sufficient?
It's a starting point, not legal or tax advice. Adapt it to your state's requirements.
Create invoices from finished jobs
Skip the retyping. FSM Navigator builds the invoice from the job your technician completed and sends it as a PDF.