Construction billing often depends on progress, retainage, and change orders. Everhour turns tracked billable time and expenses into invoices.
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Contractors usually invoice by job stage, milestone, or verified percentage of completion instead of sending one final bill. The invoice needs enough detail for an owner, general contractor, or project manager to match the payment request to the contract. Typical construction lines include labor, materials, equipment, subcontractor costs, approved extras, and prior payments.
A progress invoice should show the contract amount, approved changes, billed-to-date amount, current completion percentage, retainage, current payment due, and remaining balance. For example, a framing line can show the scheduled value, percent complete, amount earned this period, retainage withheld, and balance left. That structure gives the approver a clear path from work completed to amount due.
The contract normally defines when payment applications or invoices can be submitted, such as monthly, after milestones, or after specific progress percentages. Use those terms as the invoice structure. A schedule of values helps by allocating the contract price across phases or tasks, so each progress invoice can show earned value line by line.
Retainage commonly ranges from 5% to 10% of construction progress payments, and the agreed percentage belongs in the contract or billing terms. Show retainage as a separate line instead of burying it in the subtotal. Construction payment applications commonly separate total earned work, retainage, prior certified payments, current payment due, and balance to finish including retainage.
Approved change orders should not disappear into the original contract line. List signed scope or cost changes separately so the client can see how the adjusted contract sum changed. Construction cost changes often come from owner-requested scope changes, unexpected site conditions, design or planning errors, and labor or material price changes.
Sales-tax treatment also needs a state-specific check. The United States does not use a national VAT or GST invoice regime, and there is no single national sales-tax rate. State and local sales and use tax rules depend on nexus, product or service taxability, and where the sale occurs. Keep the tax line tied to the jurisdiction and the specific work or materials being billed.
A one-off invoice works for a small repair, a single milestone payment, or a short subcontractor job with limited paperwork. It becomes fragile when crews log time across several cost codes, materials change mid-project, retainage rolls forward, and the owner expects a clean history of prior billings and approved extras.
Everhour Billing & Invoicing fits the managed version of that workflow. Tracked billable time and expenses can become invoices, non-billable tasks stay out of client charges, client records can hold taxes, discounts, and payment terms, and invoices can be exported to QuickBooks Online, Xero, or FreshBooks as drafts with status synced back to Everhour.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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A progress invoice should show the total contract amount, approved changes, work completed to date, current completion percentage, billed-to-date amount, retainage, prior payments, current amount due, and remaining balance. A schedule of values makes this easier because each line has an assigned contract value and a measurable completion percentage.
Retainage should appear as a separate line that reduces the current payment due while keeping the earned work visible. Construction retainage is commonly 5% to 10%, and the percentage should come from the contract or billing terms. Separate presentation helps the client see total earned work, retained amount, current payment, and balance to finish including retainage.
Approved change orders should be listed separately from original contract work. A signed change order adjusts the amount owed, so the invoice should show the original contract sum, approved additions or deductions, and the adjusted contract amount. Mixing changes into base lines makes approval harder and creates disputes over scope.
United States invoices do not use a national VAT or GST invoice regime, and there is no United States VAT or GST registration number. Sales and use tax obligations are imposed by states and local jurisdictions. Sellers that make taxable sales may need a state seller permit or sales-tax account where required.
The most common mistake is sending a current amount due without the contract trail behind it. Approvers need to see the schedule of values, percent complete, prior payments, retainage, and approved change orders. Missing backup forces manual reconciliation before the invoice can move to payment.
Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates invoice amounts from rates, and excludes non-billable tasks. Client records can store assigned projects, contact details, taxes, discounts, and payment terms, then invoices can be exported to QuickBooks Online, Xero, or FreshBooks as drafts.
Everhour reports can show billable, non-billable, invoiced, and uninvoiced amounts alongside project, task, member, cost, and invoice-status columns. That gives construction teams a practical view of which tracked work has already moved into an invoice and which approved time or expense still needs billing.
Track approved construction time and expenses by project, keep non-billable work out of client charges, and send invoice drafts to accounting with Everhour Billing & Invoicing.
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