Free contractor invoice template

Fill out a paper invoice the customer can check

Use the invoice for work you’re billing, with enough detail to match the charge to the job. Keep proposed work on a contractor estimate template rather than mixing it into a bill for completed work.

Identify the bill and the billing contact

Write an invoice number and invoice date before the form leaves your hands. Add the customer’s name and the work address if it differs from the billing address. For a property manager, confirm who receives the bill; the person who opened the door may not handle payment.

Describe what you completed

Check the returned contractor work order before writing the bill. Give each charge its own line. Name the work and location, such as “Replace damaged gate latch at side entrance,” rather than “Repairs.” When you bill by hours or units, write the quantity and the matching unit price. Check hours against your contractor timesheet. For an agreed fixed price, describe what’s included so the customer doesn’t read it as an hourly charge.

Add each line amount, any applicable adjustments, and the invoice total. Paper doesn’t catch an extra zero or a missed line. Recalculate the total before giving the customer a copy.

Make the due date and payment instructions agree

Use the terms agreed for this job. If the bill is due on receipt, say so; if you agreed a later date, write that exact date. Don’t leave a due date that contradicts the terms. Include the payment method and where the customer should send payment.

Example: separate the charge from the balance due

In this fictional fence repair, Sample Fencing bills $240 for labor and $85 for replacement hardware. The invoice total is $325. The customer previously paid $100, leaving $225 due. These figures illustrate the paperwork, not suggested prices.

Write the two charges on separate lines. In the note area, record “Prior payment received: $100; remaining balance due: $225” and the date of that payment. Keep the $325 invoice total visible so the invoice and the payment record can be compared later. Don’t subtract the same payment twice.

The due-date field and terms area should tell the customer when and how to pay the $225 balance. If you need a document confirming money already received, prepare a payment receipt template separately.

Keep the office copy current

Before leaving the job, photograph or scan the completed invoice and keep it with the job reference. Give the customer a readable copy. Record when you delivered it and where you sent it.

When a payment arrives, update your billing record with its date, amount, and method. Give the customer a payment receipt for the amount received. Follow up on the balance using the invoice number and a copy of the bill. If you correct a charge, label the replacement copy clearly and explain the correction so two versions aren’t treated as separate invoices.

Avoid reusing invoice numbers, leaving payment terms blank, or marking a bill paid before checking your payment record. For typed customer details and calculated line totals, use the free invoice generator.