Construction invoice template

Short answer

A construction invoice needs a unique invoice number, issue and due dates, your business and tax details, the client and project reference, itemised work with quantities and amounts, the contract sum, change orders, work completed this period, less previous payments, less retainage, and the balance due with payment instructions and late-fee terms. Missing the invoice number, due date or payment instructions is what makes invoices sit unpaid.

An invoice that is easy to pay gets paid faster. This template carries the contract sum, change orders, previous payments and retainage on one page so the client can see exactly how the balance was reached. Free PDF and spreadsheet.

What is in the template

Your business details

  • Company name and logo
  • Address, phone and email
  • Licence number and, where required, insurance details
  • Document number and date

Invoice header

  • Unique invoice number
  • Issue date and due date
  • Client name, billing address and contact
  • Project name, address and contract reference
  • Purchase order number where applicable

Work billed

  • Description of work completed this period
  • Quantity, unit and rate, or percentage complete per phase
  • Materials, labor and subcontractor lines
  • Approved change orders, listed individually with their reference numbers

Payment summary

  • Original contract sum
  • Approved change orders total
  • Revised contract sum
  • Total completed and stored to date
  • Less retainage withheld
  • Less previous payments received
  • Tax
  • Balance due this invoice

Payment terms

  • Terms (for example, net 15 or due on receipt)
  • Accepted payment methods and card payment link
  • Bank or remittance details
  • Late payment fee or interest terms
  • Lien rights notice where your state requires one

Spreadsheet columns

How to use it

  1. Number invoices sequentially and never reuse a number.
  2. Always show the running contract math, it removes the most common reason for payment delay.
  3. Reference change orders by their signed number so nothing looks like an unexplained increase.
  4. State the due date as a date, not just terms, and include a payment link.
  5. Send it the day the milestone completes, not at month end.

Frequently asked questions

What should a contractor invoice include?

A unique invoice number, issue and due dates, your business details and tax number, client and project reference, itemised work, the contract sum with approved change orders, less retainage and previous payments, tax, balance due, payment instructions and late payment terms.

What payment terms should contractors use?

Net 15 and due on receipt are common for residential work; commercial and general contractor relationships often run net 30 or longer. Shorter terms with an easy online payment option generally collect faster than long terms with a late fee.

Should retainage appear on the invoice?

Yes, always as a visible deduction line. Showing the amount withheld keeps the running total honest and creates a documented record of what is owed to you at final release.

Summary

A free construction invoice template from WinkScope in PDF and CSV, no signup. It includes a unique invoice number, issue and due dates, business and client details, project reference, itemised work billed, original contract sum, approved change orders, revised contract sum, total completed to date, retainage withheld, previous payments, tax, balance due, payment instructions and late payment terms.