Contractor invoice template
A contractor invoice should list the project address, the milestone or draw being billed, labor and materials, approved change orders, permit fees, any deposit already paid, the balance due and the payment deadline.
What goes on a contractor invoice
Remodeling contractors rarely bill a job in one shot. A kitchen or bathroom project usually runs on a payment schedule: a deposit at signing, draws when rough-in or cabinets are done, and a final payment after the punch list. Each invoice should name the stage it covers so the homeowner can match it to the contract they signed.
This example shows the second draw on a kitchen remodel in Madison, Wisconsin. It bills demolition, framing, subcontracted electrical and plumbing rough-in, the cabinet allowance, the city permit and a dumpster, plus one signed change order, then credits the deposit. The rates are illustrative 2026 numbers for a mid-size market, not a price list, so swap in your own.
Hollis and Grant Remodeling LLC
billing@hollisgrant.example.com · (555) 010-3376
Invoice
INV-1024
Bill to
Megan Albright
Due
November 19, 2026
Amount due
$5,000.00
| Description | Qty | Amount |
|---|---|---|
| Project management and supervision, draw 2 of 4 | 1 | $2,400.00 |
| Demolition of existing kitchen and haul-off | 1 | $1,850.00 |
| Framing and blocking labor (hours) | 24 | $1,800.00 |
| Electrical rough-in by licensed subcontractor | 1 | $2,900.00 |
| Plumbing rough-in by licensed subcontractor | 1 | $2,200.00 |
| Cabinet allowance per signed selection sheet | 1 | $8,500.00 |
| Building permit, City of Madison (pass-through) | 1 | $640.00 |
| 20-yard dumpster rental and disposal | 1 | $575.00 |
| Change order 1: relocate window header | 1 | $1,250.00 |
- Total
- $22,115.00
- Deposit due now
- $5,000.00
Draw 2 is due at rough-in inspection approval per section 4 of our contract. Deposit of $5,000 received at signing has been credited. Thank you for choosing us for your kitchen.
Fill in this contractor invoice online
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Your business
Invoice
INV-0001
Bill to
Client name
Due
November 20, 2026
Amount due
$5,000.00
| Description | Qty | Amount |
|---|---|---|
| Project management and supervision, draw 2 of 4 | 1 | $2,400.00 |
| Demolition of existing kitchen and haul-off | 1 | $1,850.00 |
| Framing and blocking labor (hours) | 24 | $1,800.00 |
| Electrical rough-in by licensed subcontractor | 1 | $2,900.00 |
| Plumbing rough-in by licensed subcontractor | 1 | $2,200.00 |
| Cabinet allowance per signed selection sheet | 1 | $8,500.00 |
| Building permit, City of Madison (pass-through) | 1 | $640.00 |
| 20-yard dumpster rental and disposal | 1 | $575.00 |
| Change order 1: relocate window header | 1 | $1,250.00 |
- Total
- $22,115.00
- Deposit due now
- $5,000.00
Draw 2 is due at rough-in inspection approval per section 4 of our contract. Deposit of $5,000 received at signing has been credited. Thank you for choosing us for your kitchen.
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How to fill in a contractor invoice template
- 1
Open the template
Fill in the contractor 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 project management and supervision, draw 2 of 4 and demolition of existing kitchen and haul-off. 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 contractor
Tie every invoice to the payment schedule
Write the draw number and the milestone it covers, such as 'Draw 2 of 4: rough-in passed.' Homeowners check each invoice against the contract schedule. A clear label ends the question of whether you are billing ahead of the work.
Never bill a change order nobody signed
Get the homeowner's written approval and price before the extra work starts, then give it its own numbered line. Unsigned extras are where most remodel payment fights begin. If it is not on paper, expect to argue about it at the final walk-through.
Show allowances and overages apart
Cabinets, tile and plumbing fixtures are often priced as allowances in the contract. Bill the allowance amount on one line and any upgrade the client picked on another. That way the overage reads as their choice, not your price creep.
Pick one way to handle sub markup
Some remodelers fold overhead and profit into each subcontractor line. Others bill subs at cost and add a separate management fee. Either works if it matches the contract, but switching styles mid-job makes clients suspicious.
Credit the deposit and earlier payments every time
List what the homeowner has already paid so the balance is never a surprise. In Invoicefy you can record the deposit and later partial payments by check or bank transfer, and each draw shows what is still owed.
Questions people ask
It depends on your state and the job. Some states cap home improvement deposits at a dollar amount or a percentage of the contract price, and others set no limit. Check with your state's contractor licensing board before you write the payment terms.
It varies by state. In some places the contractor pays tax when buying materials and doesn't add it to the customer's bill, while other states treat certain remodeling services as taxable. Ask your state revenue department how your work is classified.
Yes. Put the permit on its own line with the jurisdiction name and permit number. Many contractors also charge a small fee for pulling the permit and scheduling inspections, which is fine as long as the contract says so.
Usually at substantial completion, after the walk-through and punch list. Define what complete means in the contract so a missing cabinet knob can't hold up the whole final payment. A small written holdback for open punch items is a fair compromise.
Keep going
Get the contractor paperwork kit
Estimate, invoice, deposit invoice, change order and final notice templates in one download, sent to your inbox.
Take the deposit before you start.
Put the deposit on the invoice in Invoicefy, send the link, and on Pro your client pays it by card or PayPal. Free to start.