Contractor invoice template

A contractor invoice earns its keep by separating labor from materials. Put your hours on one line with your hourly rate — or a flat bid amount if you priced the job as a whole — and itemize materials as their own lines. Clients (and their lenders, and anyone reviewing a renovation budget) want to see the split, and it protects you if there is ever a dispute about what the job actually cost versus what you charged for your time.

Reference the job and the scope. A line like “Labor — framing and drywall” or a job address in the notes ties the invoice to the work order, which matters when you are running several jobs at once and each one gets paid on a different schedule. If the client approved a change order mid-job, add it as its own clearly labeled line rather than folding it into an existing one — the paper trail is what gets change orders paid without argument.

Handle deposits and tax explicitly. If you collected a deposit before starting, show it as a negative line so the invoice reflects the full contract value and the remaining balance. For tax, enter your own rate: sales tax on materials and labor varies by state and trade, and some jurisdictions tax materials but not labor — this tool applies only the percentage you type to the subtotal, and nothing when you leave it blank.

The invoices that get paid fastest are the ones a client can act on without emailing you back. That means five things are unambiguous on the page: who it is from (your name and a way to reach you), who it is for, a unique invoice number so the payment can be matched to it, the date, and a plainly itemized list of what you did with a quantity and a rate against each line. Everything on this generator maps to one of those — nothing decorative, nothing missing.

Tax is the one number no tool should guess for you. Rates depend on where you and your client are, what you sell, and whether you are registered to collect — so the tax field here is a percentage you type in yourself, applied only to your subtotal, and left at zero until you set it. If you are not registered to charge sales tax or VAT, you leave it blank and the total is simply your subtotal. When you are, enter your own rate and the math follows it exactly.

One more thing that speeds up payment: the invoice never leaves your browser. There is no account, no email wall, and nothing you type is uploaded or stored — the PDF is generated entirely on your device when you hit download. That is why you can invoice a client you just signed without handing their details to a third party, and why refreshing the page clears everything.