A contractor invoice carries more weight than most: it is often the paper trail for a large payment, sometimes tied to a loan draw or an insurance claim. Splitting materials from labor, and showing permit fees separately, makes the invoice easy for a client, a bank or an inspector to follow.
Contractor invoice example
Here is a filled-in example for a kitchen remodel. Adjust the trade, materials and labor rate to match your own job.
office@example.com
License #CCB-198234
Boise, ID
514 Ridgeview Dr
Boise, ID 83702
TermsDeposit paid, balance due on completion
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Materials: cabinets, countertop and hardware | 1 | $8,400.00 | $8,400.00 |
| Labor: framing and installation (hours) | 40 | $65.00 | $2,600.00 |
| Building permit fee | 1 | $185.00 | $185.00 |
What to include on a contractor invoice
- Your business name, license number and contact details. Show your license number if your state or trade requires it, or if it is customary in your area.
- The client's name and job site address, especially if it differs from their billing address.
- A unique invoice number. Useful for job costing and for matching invoices to draws or permits later.
- Materials and labor as separate lines. Do not combine them into one lump sum.
- Permit and inspection fees shown at the actual cost, or with your markup disclosed.
- Deposits already paid, subtracted so the balance due reflects what is left to collect.
- The project phase or milestone, if you are billing a large job in stages.
How to word your line items
Vague line items like "remodel work, $11,000" invite questions from clients and from lenders reviewing a draw request. Specific lines answer those questions before they get asked.
- Materials: group by category, such as "Materials: cabinets, countertop and hardware", and keep receipts in case the client asks for backup.
- Labor: show hours and a rate, or a flat labor fee for the phase, such as "Labor: framing and installation".
- Permits and fees: list at the amount charged by the permitting office, on their own line.
Payment terms for contractors
- A deposit before starting, subject to your state's home improvement contract rules on maximum deposit amounts.
- Progress payments by milestone, such as after demolition, after rough-in and at final walkthrough, for jobs longer than a few weeks.
- Balance due on completion, often tied to a final walkthrough or sign-off.
Deposit limits and required disclosures vary by state, so check your local contractor licensing rules. How to ask for a deposit covers how to word the request.
Making the invoice with the Invoice Generator
- Open the Invoice Generator and enter the job site address and project phase.
- Add materials, labor and permit fees as separate lines so the total is easy to audit.
- Create a free account to save it. Your work is kept while you sign up, and your logo and license details appear on every invoice.
- Share the invoice link or download the PDF for the client's records. You can see when they have viewed it.
For a job you have not started yet, send an estimate the client can review and sign in the browser before you convert it to an invoice.
