Contractor Invoice Template

Last updated: July 2026

A contractor invoice needs your business info, license number if required, client and project address, labor with hours and rate, materials with markup, subcontractor pass-through if any, deposits or retention if your contract requires it, total due, and Net 30 payment terms. Download the free contractor invoice template below, see a filled contractor invoice example with 2026 US rates, or send one from your phone in Billgami.

Download PDF Send invoices from your phone

Preview of page 1 of the contractor invoice template with realistic 2026 US labor and materials line items

What must be included

What must be included on a contractor invoice?

Every required field, labeled on a real contractor invoice example with labor by trade, materials with markup, subcontractor pass-through, a change order, tax, retention if your contract requires it, and total due filled in.

Invoice

Sample contractor invoice (with real numbers)

Invoice #

SAMPLE-0001

From

Your Business Name

hello@yourbusiness.com
(555) 987-6543
100 Sunny Ave, Anytown, CA 90001

Bill to

Sample Client

sample@example.com
(555) 987-6543
123 Main Street, Anytown, CA 90001

Description	Qty	Rate	Total
Framing labor General carpentry, 12 hours	12	$60.00	$720.00
Electrical rough-in labor Licensed electrician, 8 hours	8	$85.00	$680.00
Materials (lumber, hardware, drywall) With 15% markup disclosed in terms	1	$650.00	$650.00
Plumbing subcontractor pass-through As-invoiced, no additional markup	1	$1,200.00	$1,200.00
Extra outlet (change order #1) Client approved 2026-07-15	1	$180.00	$180.00
Trip and disposal fee Service call and waste haul	1	$125.00	$125.00

Subtotal$3,555.00

Tax$248.85 (7% sales tax if applicable in your state)

Retention-$190.19 (5% holdback if your contract requires it)

Total$3,613.66

Payment terms

Net 30. Payable by bank transfer, ACH, Zelle, check, or third-party card processor.

Example only. Line item pricing varies by market, job scope, and business. Confirm your own pricing before quoting a client. Confirm your local sales tax rules and rate before adding tax to an invoice. Retention holdback shown as illustrative only, apply only if your contract or state requires it.

What goes where

1
Business info + license
Your legal or trade name, phone, email, and address at the top. Include your license number if your state requires it.
2
Client + project address
The client's name, contact, and the project or job site address. Not just the billing address.
3
Invoice + contract number
A unique invoice number for tracking, plus the contract or project ID so this ties back to the signed agreement.
4
Labor by trade
Each trade or task with hours, hourly rate, and total per line. Break framing, electrical, plumbing, and similar into separate lines.
5
Materials + subs + change orders
Materials with your disclosed markup, subcontractor pass-through as its own line, and change orders referenced to the signed client approval.
6
Tax + retention if applicable
Sales tax on labor or materials if it applies in your state. Retention holdback as a visible line if your contract requires it.
7
Payment terms (Net 30 default)
Due date and accepted payment methods. Net 30 is standard for contractor work. Billgami does not collect payments in-app.

Grab the template

PDF Word Create on iPhone

2026 pricing data

How much do contractors charge in the US in 2026?

These are typical rates charged by contractors and small trade crews in the US in 2026, compiled from public pricing data published by Angi, HomeGuide, HomeAdvisor, and Thumbtack. Ranges vary by region, market, and job scope. Use them as a benchmark, not a fixed rate. A construction invoice template should be adapted to your trade and local market.

Sources:Angi 2026HomeGuide 2026HomeAdvisor 2026Thumbtack 2026

Typical per-visit price ranges at a glance

Full detail in the table below

Trip or callout fee

$50 to $150

Change order billing

$100 to $500

$0$125$250$375$500

Service	Unit	Billing basis	Typical 2026 US range
General labor	Per hour	Bill hourly	$50 to $75
Framing carpenter	Per hour	Bill hourly	$55 to $85
Electrician	Per hour	Bill hourly	$75 to $130
Plumber	Per hour	Bill hourly	$80 to $150
General contractor	Per hour	Bill hourly	$50 to $150
Roofer	Per hour	Bill hourly	$60 to $110
Painter	Per hour	Bill hourly	$40 to $70
Materials markup, standard	% of cost	Markup on cost	15% to 20%
Trip or callout fee	Per visit	Add-on line item	$50 to $150
Change order billing	Per change	Add-on line item after client sign-off	$100 to $500+

Service	Unit	Billing basis	Typical 2026 US range
Labor by trade
Drywall installer	Per hour	Bill hourly	$40 to $70
Tile setter	Per hour	Bill hourly	$50 to $85
Flooring installer	Per hour	Bill hourly	$45 to $75
HVAC technician	Per hour	Bill hourly	$70 to $125
Project-based labor
Small repair (1-day job)	Per project	Bill flat or T&M	$200 to $600
Fixed-price small project	Per project	Bill flat by scope	$500 to $5,000
Materials markup norms
Materials markup, low end	% of cost	Markup on cost	10%
Materials markup, high end	% of cost	Markup on cost	25% to 35%
Common fees and add-ons
Disposal or dump fee	Per load	Add-on line item	$50 to $200
Permit acquisition fee	Per permit	Pass-through with admin fee	$50 to $250+
Mobilization fee	Per job	Add-on line item	$100 to $500
Emergency or after-hours call	Per visit	Add-on line item	$150 to $400
Subcontractor pass-through
Pass-through only, no markup	As invoiced	Pass-through line item	Sub cost
With GC markup	% of sub cost	Markup on sub cost	5% to 15%
Deposits, change orders, retention
Deposit or mobilization invoice	% of project	Bill upfront	30% to 50%
Progress billing (per milestone)	% complete	Bill by milestone	Varies by contract
Retention holdback if contract requires	% of billing	Withhold on progress bills	5% to 10%

Billing scenarios for contractors

Small repair (1-day job)

Flat rate for common repairs, or T&M with hours and materials itemized on the invoice.

Fixed-price contract

Bill the agreed scope as one lump sum, or split into progress payments by milestone.

Time and materials (T&M)

Bill labor at your hourly rate and materials with disclosed markup, itemized separately.

Change order billing

Add a change order line after the client signs off on the change. Reference the approval date.

Subcontracted work

Pass-through as its own line, with your GC markup if any. Keep the sub invoice on file.

Progress billing

Bill weekly or by milestone with percent complete referenced against the total contract.

Deposit or mobilization

Invoice 30 to 50 percent upfront after contract signature. Applies against final payment.

Retention release (if contract requires)

Final invoice after retention period expires. Show the holdback release as its own line.

Emergency or callback

After-hours or emergency call fee as a separate line, plus labor at hourly rate.

Common mistakes

What are the most common contractor invoice mistakes?

Mistake

Fix

Bundling labor and materials into one line

Break labor and materials into separate itemized lines so the client can verify both.

No signed change order for scope changes

Get written client sign-off before invoicing the change, and reference the approval on the line.

Not disclosing materials markup consistently

Set a standard markup percentage and disclose it in your payment terms block.

Missing contract or project number reference

Include the contract or project ID on every invoice for that job so it ties back to the agreement.

Charging sales tax on labor when your state exempts labor

Confirm your state's rules for sales tax on labor versus materials before adding tax.

If your contract requires retention, skipping the holdback line on progress bills

Show retention as a visible line so the total due is transparent and traceable.

No Net 30 or unclear due date

State a specific due date on the invoice. Net 30 is standard for contractor work.

If lien waivers apply to your project or state, missing the reference on final payment

Note lien waiver requirements in your payment terms so the client and the release process line up.

Template or app

Should you use a free contractor invoice template or a contractor invoice app?

Need	Free template	Billgami app
Editable	Yes	Yes
Reusable client and project records	No, retype every job	Saved records, one tap
Reusable labor and materials line items	Copy and paste manually	One tap reuse
Auto totals and tax math	Manual	Auto
PDF export	Manual export	One tap
Estimate to invoice conversion	Not supported	Two taps
Works at the job site	Print or laptop only	Built for iPhone
Paid, unpaid, partial tracking	On paper	In-app
Cost	Free	Free tier plus $249.99 lifetime option

Prefer full accounting? Pick QuickBooks if you need bookkeeping, tax filing, or payroll. Running a crew with dispatch and scheduling? Pick Buildertrend or Jobber. For a solo contractor who needs professional PDF invoices on-site, both are overkill.

What Billgami looks like on iPhone

Same PDF invoice, faster on the second one. Send it before you leave the job site.

Saved clients and project records, reusable labor and materials lines
One-tap PDF preview and share, on-site from your phone
Estimate to invoice conversion after client approval
Manual paid, unpaid, and partial status tracking

Send invoices from your phone Billgami for contractors

Billgami PDF invoice preview screen on iPhone

Timing + payment

When should contractors send an invoice, and how you get paid

When should contractors send an invoice?

Situation	Send it
Deposit or mobilization	Immediately after contract signature.
Progress billing	End of each week or agreed milestone.
Change order	Right after the client signs the change.
Final payment	After punch-list is complete.
Retention release (if contract requires)	After the retention period expires per contract.

How contractors get paid after sending an invoice

Common payment methods

Bank transfer or ACHZelleCheckCashThird-party card processor

State a specific due date on every invoice, such as Net 30 or Due on receipt.
Include your accepted payment methods in the payment terms block so the client knows how to pay.
If the invoice is unpaid past the due date, follow up politely and either resend the same invoice PDF or send a fresh copy.

FAQ

What do contractors ask about invoice templates?

Clear answers on contractor invoice templates, labor and materials billing, change orders, retention, and how solo contractors send professional PDFs from the job site.

What should be on a contractor invoice?

A contractor invoice should include your business name, contact information, and license number if your state requires it, the client's name and project address, a unique invoice number, contract or project reference, itemized labor with hours and rate, materials with disclosed markup, subcontractor pass-through if any, common fees such as trip or disposal, change order lines if applicable, subtotal, sales tax if it applies to labor or materials in your area, retention holdback if your contract requires it, total due, and payment terms.

Is this a general contractor invoice template?

Yes. This general contractor invoice template works for solo GCs, small crews, and specialty trades. It supports labor by trade, materials with markup, subcontractor pass-through, change orders, deposits, progress billing, and retention holdback if your contract requires it. Adapt the line items to your trade and market before sending.

Can independent contractors use this invoice template?

Yes. An independent contractor invoice template needs the same core fields as a general contractor invoice. Add your business info, the client's info and project address, itemized labor and materials, a specific due date, and payment terms. If you file 1099 income, keep a copy of every invoice for your tax records.

Should I send a contractor estimate before an invoice?

Send an estimate first when the job scope or price needs client approval before work starts. Send an invoice after the work is complete and payment is due, or after a milestone if you are progress-billing. If you already had a signed contract, deposit and progress invoices can go out immediately per the schedule you agreed to.

How do I invoice for labor and materials?

Break labor and materials into separate itemized lines on the same contractor billing invoice template. Show labor with unit, rate, and hours per line. Show materials with your disclosed markup so the client can verify the total. Passing subcontractor cost through as its own line, with or without your GC markup, is standard practice.

How do I invoice for deposits, partial payments, or change orders?

Send a deposit invoice for 30 to 50 percent upfront after contract signature. Bill progress payments at weekly or agreed milestones with percent complete referenced against the total contract. For change orders, add a separate line item after the client signs off on the change, and reference the approval date on the invoice.

Does Billgami process contractor payments?

No. Billgami does not hold money, process payments, or collect on the invoice. The client pays you directly through the method you list on the invoice, such as bank transfer, ACH, Zelle, check, cash, or a third-party card processor you already use. Billgami helps you create, send, export, and manually track the invoice record.

What's the fastest way to send a contractor invoice from the job site?

The fastest job-site workflow is to save your client, project details, and common labor and materials lines once, then reuse them on the next invoice. Billgami is built for that iPhone workflow: add the client, add line items, preview the PDF, and share it before you leave the site.

Is Billgami full accounting software?

No. Billgami is for invoices, estimates, quotes, receipts, PDF records, and manual status tracking. It is not tax, payroll, bookkeeping, or payment processing software.

Can I send PDFs from my iPhone?

Yes. Billgami is built around creating professional PDFs and sharing them through the iPhone share sheet or email workflows you already use.

Last updated: July 22, 2026

Phuc Doan

Founder of Billgami·Last updated July 22, 2026

Send your next contractor invoice from your phone

Save the client, reuse the labor and materials lines, share the PDF. Billgami helps solo contractors and small crews send professional invoices from iPhone without full accounting software.

Download on theApp Store Visit billgami.com

Last updated: July 22, 2026 | Written by Phuc Doan

Billgami invoice history with paid, unpaid, and partial status on iPhone