Everhour turns project reporting into billing context while construction invoices need contract, retainage, and change-order detail.
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Use this page to prepare a construction invoice or payment application for work completed on a project. Construction contractors commonly bill in stages, with payments tied to agreed milestones or verified percentage of completion. The document should show the client which work is complete, which amount is due now, and how the current request fits into the total contract value.
A practical construction invoice usually covers labor, materials, equipment, subcontractor work, approved change orders, retainage, prior payments, and the remaining balance. For a $120,000 remodel billed by progress, a current invoice may show framing at 100%, electrical rough-in at 60%, and finish carpentry at 0%. That structure gives the owner or general contractor a clear reason to approve the current draw.
A construction schedule of values allocates the contract price across project phases or tasks. Each progress invoice can then show the percentage complete and amount due for each line item. A line might read: rough plumbing, contract value $18,000, 75% complete, $13,500 earned to date, $9,000 previously billed, $4,500 due before retainage.
Progress billings typically show the original contract amount, approved changes, total billed so far, current completion percentage, and remaining balance. Approved change orders belong in their own section because signed scope or cost changes alter the adjusted contract sum. Owner-requested scope changes, unexpected site conditions, design errors, and labor or material price changes can all affect the amount billed.
Retainage is commonly withheld from construction progress payments until completion, often 5% to 10%, and the percentage should be agreed by the owner and contractor in the contract or billing terms. Show retainage separately from total earned work, prior certified payments, current payment due, and balance to finish including retainage. Mixing retainage into a general discount line makes the invoice harder to review.
United States invoices do not follow a national VAT or GST invoice regime. Sales and use tax treatment depends on state and local rules, nexus, product or service taxability, and the place of sale. Construction labor and materials can receive different treatment by state, so the invoice should reflect the applicable contract and tax position rather than assume one national rate.
A one-off invoice is enough for a small job, a single progress payment, or a simple materials and labor bill. It works when the contract is clear, the change orders are signed, and the person approving payment only needs a clean PDF or spreadsheet record. Keep the backup documents with the invoice because invoices support business records and show amounts and sources of gross receipts.
A managed workflow becomes necessary when multiple crew members, subcontractors, phases, and change orders feed the same bill. Everhour Reporting can group project data, filter by metadata, export reports in CSV, Excel/XLSX, or PDF, and show project profitability. That gives the billing person a clearer route from field work and project costs to an invoice-ready summary.
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 construction invoice should include the contractor and client details, invoice date and number, project name or address, contract reference, payment terms, line items, current amount due, prior payments, retainage, approved change orders, and remittance details. Progress billing documents should also show contract amount, completion percentage, billed-to-date amounts, and remaining balance.
Retainage should appear as a separate withholding line, not as a general discount. A discount reduces the contract price, while retainage delays part of the payment until the contract terms release it. Construction payment applications commonly separate total earned work, retainage, prior certified payments, current payment due, and balance to finish including retainage.
Approved change orders can be added to the current invoice because signed scope or cost changes adjust the amount owed. Keep original contract work and approved change orders in separate lines or sections. That separation helps the reviewer confirm which costs came from the base contract and which came from later approved changes.
No single United States sales tax rule applies to every construction invoice. The United States does not use a national VAT or GST invoice regime, and sales and use tax obligations are imposed by states and local jurisdictions. Taxability depends on the state, local rate, nexus, product or service type, and where the customer receives the goods or services.
Federal procurement invoices follow FAR rules for a proper invoice, including contractor details, invoice date and number, contract or order references, descriptions, quantities, prices, terms, remittance details, and TIN or EFT banking data when agency procedures require them. For most federal contract payments, the baseline due date is 30 days after proper invoice receipt or government acceptance, with special shorter timelines for some construction payments.
Everhour Reporting lets teams build reports with columns, grouping, filters, date ranges, and exports in CSV, Excel/XLSX, or PDF. A construction manager can group time and cost data by project, task, member, or client, then review profitability before billing.
Everhour Billing & Invoicing can generate invoices from uninvoiced billable time and expenses, using project or member rates while excluding non-billable work. Invoice line items can be grouped by project, task, person, date, or another available breakdown that matches the client's billing format.
Use Everhour reports to organize construction hours, costs, billable work, and project profitability before invoicing, so payment requests are backed by cleaner billing data.
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