Invoice generator for contractors

Invoices for contractors that match how jobs really get paid

Deposits, draws, change orders, materials and labor on separate lines, so the homeowner or GC sees exactly what they're paying for.

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Most contracting jobs aren't paid in one lump sum. You take a deposit before ordering materials, bill progress draws as phases wrap up, add change orders when the scope moves, and send a final invoice at completion. Each of those invoices has to line up with the contract and with what you've already been paid.

A good contractor invoice ties every charge back to the job: the site address, the contract or estimate it's based on, which draw this is, and what's left on the balance. If you started with an estimate, our estimate maker and the guide to invoices vs. estimates help you keep the two in sync.

Oak & Pine Remodeling

418 W Maple St, Columbus, OH 43215

billing@oakpineremodeling.example.com

(614) 555-0182

Invoice

No.: OPR-2026-041
Date: Oct 1, 2026
Due date: Oct 16, 2026
Job site: 2275 Brookside Dr, Upper Arlington, OH
Contract: Kitchen remodel, signed 2026-08-14
Billed to date: Deposit + Draw 1 paid

Bill to

Jennifer Alvarez

2275 Brookside Dr, Upper Arlington, OH 43221

j.alvarez@example.com

Terms

Net 15

Line items
Description	Qty	Unit price	Amount
Draw 2 of 4: kitchen rough-in complete (plumbing, electrical, framing) per contract 1 × $9,800.00	1	$9,800.00	$9,800.00
Cabinet boxes and hardware, delivered to site 1 × $6,240.00 Tax 7.5%	1	$6,240.00	$6,240.00
Change Order #3: add pantry pocket door, framing and trim 1 × $1,150.00	1	$1,150.00	$1,150.00
Dumpster haul and disposal, second load 1 × $485.00	1	$485.00	$485.00

Subtotal: $17,675.00
Tax: $468.00
Total due: $18,143.00

Notes

Deposit and Draw 1 have been received, thank you. Draw 3 will be billed at drywall and cabinet install. Please reference the invoice number with your payment.

A kitchen remodel's second progress draw, with materials taxed separately and an approved change order on its own line.

What contractors invoice for

Deposits before work starts
Bill the upfront deposit your contract calls for so you can order materials and hold the schedule. Label it clearly so it's credited on later invoices.
Progress and draw billing
On longer jobs, invoice by phase (demo, rough-in, drywall, finish) or by percent complete, and show what's been billed to date.
Change orders
When the client adds a window or upgrades the tile, put the approved change order on its own line with a reference number so it doesn't get disputed later.
Final invoice and closeout
Bill the remaining balance, subtract deposits and prior draws, and note any retainage being released.

What to put on a contractor invoice

Fields for a contractor invoice
Field	Why it matters
Job site address	The billing address and the job address are often different. The site address makes it obvious which project the invoice covers.
Contract or estimate reference	Pointing to the signed estimate or contract number helps the client match your charges to what they agreed to.
Draw or phase number	"Draw 2 of 4" tells the client where the project stands and keeps progress billing easy to follow.
Labor and materials on separate lines	Clients (and lenders) like to see the split, and in many states sales tax applies to materials differently than to labor.
Change order numbers	Each approved change should be traceable to a signed change order, not buried in a lump-sum line.
Payments received and balance due	Showing the deposit and prior draws already paid prevents double billing and awkward phone calls.

Billing tips

Get deposits and draw milestones in writing before you start, then use the same wording on each invoice so nothing looks new to the client.
Never roll a change order into a draw line. Give it its own line and reference the signed change order number.
If a contract holds back retainage, show it on the invoice so the retained amount is on record until it's released.
Lenders and some clients ask for lien waivers with each payment. Keep track of which draws they cover, and check your state's lien rules, since they vary a lot.
Invoice as soon as a phase is done. Waiting until the end of the month stretches your cash flow on material-heavy jobs.

Ready to bill a job?

The contractor template comes set up with the fields above.

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Contractors: invoicing questions

How much deposit should a contractor ask for?

It depends on the job and your state. Some states cap residential deposits for home improvement work, so check your local rules before setting a percentage. Whatever you charge, put it in the contract and bill it on its own invoice.

What is progress billing?

Progress billing means invoicing in stages as work is completed, instead of one bill at the end. Each invoice covers a phase or a percentage of the contract and shows what's been billed and paid so far.

Should I charge sales tax on labor or materials?

Rules differ by state and by type of work. In many states materials are taxable while labor on real property may not be, but some states tax both or treat contractors as the end consumer of materials. Check with your state's revenue department or your accountant.

What is retainage on a contractor invoice?

Retainage is a percentage of each payment the client holds back until the job is finished and accepted. It's common on commercial work. If your contract includes it, show the retained amount on each invoice and bill it when the project closes out.

Can I make the final PDF on my phone?

Yes. You can draft and preview here for free without signing up. The final, clean PDF is made in the BePaid iPhone app, where your first invoice is free and you can add your logo and signature.

BePaid: Free Invoice Maker 2Go

Free on the App Store · iPhone

The BePaid app creates the final, clean PDF invoice, and your first invoice is free. It also keeps track of who has paid.

Invoices & quotesCreate both, and turn an accepted quote into an invoice in a tap.
Clients & saved itemsKeep customer details and your usual services ready to reuse.
Payment statusSee what's paid, unpaid and overdue at a glance.
Expenses & receiptsSnap a photo of a receipt and log the expense.
Your brandAdd your logo and signature, and pick from 8 invoice styles.
Send as PDFShare the finished invoice by email or message from your iPhone.