How to Write a Contractor Invoice

Steps

1. Identify both parties — Your business name, address, phone, email, and license number (when required) plus the client name, billing address, and job site if different.
2. Add invoice metadata — Unique invoice number, issue date, due date, and payment terms (Net 30, due on receipt, etc.).
3. Itemize the work — Each line: description, quantity, unit (hour, each, sq ft, lump sum), rate, and line total. Split labor and materials when possible.
4. Calculate tax and balance due — Apply your local sales tax rate to taxable amounts, subtract any deposit, and show balance due prominently.
5. Deliver a print-ready PDF — Email or hand the client a branded PDF with terms in the footer. Keep a copy for your records.

Required fields checklist

At minimum: your business block, client block, invoice number, dates, line items, total, and payment terms. Regulated trades should show license numbers where local rules require it.

Optional but helpful: PO number for commercial clients, job site address for multi-property owners, and a late-fee note (e.g. 1.5% monthly) to set expectations.

Trade-specific templates

Landscapers often bill per visit or seasonal flat rates. HVAC techs separate diagnostic fees, refrigerant, and equipment. Plumbers and electricians split permit fees and materials markup.

Use our trade presets to start with realistic line items: landscaping invoice, HVAC estimate, plumbing invoice, or electrician invoice, then edit rates for your market.

Numbering and records

Use sequential invoice numbers per year (INV-2026-001, INV-2026-002). Gaps invite questions if you ever face an audit or dispute.

Our tool increments locally in your browser and lets you override the format to match QuickBooks or your spreadsheet, we do not store invoices on a server.

Common questions