Construction invoice template
A construction invoice should show the project and contract number, the billing period, each schedule of values item with percent complete, stored materials, retainage withheld, previous payments, the current amount due and lien waiver terms.
What goes on a construction invoice
Commercial construction billing works differently from a homeowner invoice. Subcontractors and general contractors usually bill monthly through a pay application tied to a schedule of values. Each line shows what share of that scope is finished, and the owner or GC holds back retainage until the project closes out.
This example is a concrete subcontractor's month-two billing to a developer in Denver, Colorado, for a light industrial building. It covers mobilization, excavation days, footings by the cubic yard, rebar by the ton, formwork hours, a pump truck and testing lab fees. All rates are sample 2026 figures to show the format, not bids.
Front Range Concrete Contractors LLC
ar@frontrangeconcrete.example.com · (555) 011-4820
Invoice
INV-1024
Bill to
Marcus Lindqvist
Summit Ridge Development Group
Due
November 19, 2026
Amount due
$77,402.00
| Description | Qty | Amount |
|---|---|---|
| Mobilization and site setup (SOV line 1, 100% complete) | 1 | $3,500.00 |
| Excavation, excavator with operator (days) | 3 | $4,950.00 |
| Footings, 3,000 psi concrete placed (cubic yards) | 42 | $7,770.00 |
| Rebar supply and placement (tons) | 4 | $8,400.00 |
| Formwork labor (hours) | 64 | $4,352.00 |
| Concrete pump truck with operator (days) | 1 | $1,450.00 |
| Slab on grade, 4 inch, placed and finished (square feet) | 6200 | $46,500.00 |
| Third-party testing lab, cylinder breaks (pass-through) | 1 | $480.00 |
- Total
- $77,402.00
Pay application 2 for the period ending October 31. Retainage of 5% withheld per subcontract section 7. Conditional lien waiver for this period attached. Please reference PO SR-2291 with payment.
Fill in this construction invoice online
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Your business
Invoice
INV-0001
Bill to
Client name
Due
November 20, 2026
Amount due
$77,402.00
| Description | Qty | Amount |
|---|---|---|
| Mobilization and site setup (SOV line 1, 100% complete) | 1 | $3,500.00 |
| Excavation, excavator with operator (days) | 3 | $4,950.00 |
| Footings, 3,000 psi concrete placed (cubic yards) | 42 | $7,770.00 |
| Rebar supply and placement (tons) | 4 | $8,400.00 |
| Formwork labor (hours) | 64 | $4,352.00 |
| Concrete pump truck with operator (days) | 1 | $1,450.00 |
| Slab on grade, 4 inch, placed and finished (square feet) | 6200 | $46,500.00 |
| Third-party testing lab, cylinder breaks (pass-through) | 1 | $480.00 |
- Total
- $77,402.00
Pay application 2 for the period ending October 31. Retainage of 5% withheld per subcontract section 7. Conditional lien waiver for this period attached. Please reference PO SR-2291 with payment.
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How to fill in a construction invoice template
- 1
Open the template
Fill in the construction invoice template on this page, or download it for Word, Excel or PDF.
- 2
Add your business and client
Enter your business name, contact details and logo, then the client's name and address.
- 3
Set the number and dates
Give the invoice a number, the date you issue it and the date payment is due.
- 4
List the work
Add each line with quantity and rate, such as mobilization and site setup (sov line 1, 100% complete) and excavation, excavator with operator (days). Add tax, a discount or a deposit if needed.
- 5
Download or send it
Download the PDF, or save it to a free Invoicefy account to send a pay link with automatic reminders.
How to bill as a construction company
Build the schedule of values before the first pour
Break your contract sum into lines the GC can verify in the field, such as footings, walls, slab and flatwork. Get it approved early. Every pay app after that is just updating percent complete, which keeps reviews fast.
Bill progress, not hours, on lump sum work
On a fixed-price subcontract, the GC wants to see percent complete per line, not a timesheet. Save hourly and per-day billing for time and material extras or equipment that was authorized that way.
Track retainage on every application
Show the gross amount earned, the retainage held this period and the total held to date. When the job reaches substantial completion, send a separate retainage release invoice so the money doesn't sit forgotten.
Send the right lien waiver with each pay app
Most GCs require a conditional waiver with the request and an unconditional one after the check clears. Never sign an unconditional waiver for money you haven't received. Waiver forms and rules differ by state, so use the version your state requires.
Hit the pay app cutoff date
Many GCs collect sub billings by a fixed day, often around the 20th to 25th, so they can roll them into their own draw to the owner. Miss it and you wait a full extra cycle. For smaller jobs you bid as proposals in Invoicefy, an accepted proposal becomes an invoice in one click, so the approved numbers carry straight into billing.
Questions people ask
Retainage is a share of each payment, commonly 5 to 10 percent, that the owner or GC keeps until the work is finished and accepted. Show it as a deduction on every pay application. Some states limit how much can be held on public or private jobs, so check yours.
Often yes, if the contract allows it. GCs usually want the supplier invoice, proof the material is on site or in a bonded yard, and insurance covering it. List stored materials as a separate column or line from work in place.
It depends on the subcontract. Pay-when-paid clauses tie your payment to the GC getting paid by the owner, and 30 to 45 days is common in practice. Many states have prompt payment laws that set deadlines, so read yours before you sign.
On time and material change orders, contracts often spell out an allowed markup for equipment and materials. Follow that number exactly. On lump sum lines, equipment cost is simply built into your price.
It varies by state and by whether the contract is lump sum or time and material. In some states the contractor pays tax on materials when buying them. Confirm the rules with your state's tax department.
Keep going
Get the contractor paperwork kit
Estimate, invoice, deposit invoice, change order and final notice templates in one download, sent to your inbox.
Send the proposal, then bill it in one click.
Your client accepts the proposal online and you turn it into an invoice without retyping a thing. Free to start.