Contractor invoices need scope, materials, and payment detail. Everhour turns tracked billable work into invoice-ready records.
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Use this page to produce a contractor invoice that a client, property owner, or billing contact can approve without asking for missing details. A strong invoice identifies the contractor, client, job site, invoice number, invoice date, due date, payment terms, and the contract or purchase order reference. It also separates labor, materials, subcontractor charges, approved changes, taxes, discounts, deposits, retainage, and the final amount due.
Contractor invoices are usually contract-driven. The estimate or quote sets the expected work description, materials, completion date, and price, while the written agreement defines the scope, payment schedule, permits responsibility, and any required cancellation rights under state law. The invoice should follow those documents. A small repair invoice may need one labor line and one material line. A construction progress invoice usually needs more job detail.
Start with a clean header: contractor name, address, phone number, license number if applicable, client name, billing address, job address, invoice date, invoice number, and payment due date. Add contract references when the job has a signed agreement, purchase order, or change-order log. Payment instructions belong near the total, including check, ACH, card, or other methods allowed by your policy or contract.
Line items should describe work in a way the client can compare to the scope. Example: "Rough electrical labor, 18 hours at $85 per hour," "Copper wiring and junction boxes," and "Approved change order 003, panel relocation." Sales tax treatment depends on state and local rules, nexus, product or service taxability, and the place of sale. The United States does not use a national VAT or GST invoice regime.
Progress billing needs tighter support than a final one-line invoice. List the contract value, work completed this period, previously billed amount, current amount due, retainage withheld, and remaining balance. On federal fixed-price construction contracts, progress payments are made monthly as work proceeds, or more often if the contracting officer allows, based on approved estimates of work accomplished.
Subcontractor and change-order detail prevents avoidable disputes. A federal construction progress payment request must itemize amounts by contract work element and list each subcontractor's included amount, total subcontract amount, and amounts previously paid, plus required support. State rules can also affect billing. California guidance, for example, requires written change orders for home improvement contract price changes and keeps those records with the project paperwork.
A free invoice template is enough for a one-off repair, a small fixed-price job, or a progress draw that you can support from a clean contract file. It starts to break down when crews track time across several jobs, materials arrive in batches, subcontractor costs change, or the client asks for billable-hour backup by date, worker, task, or phase.
Everhour Billing & Invoicing turns tracked billable time and expenses into client invoices, calculates amounts from rates while excluding non-billable tasks, and lets teams group line items by project, task, person, date, or other available breakdowns. Invoices can include client defaults such as contacts, taxes, discounts, and payment terms, then export to QuickBooks Online, Xero, or FreshBooks as drafts.
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 contractor invoice should include the license number when the contract, state rule, client policy, or project paperwork requires it. Contractor agreements commonly document the contractor's name, address, phone, license number, dates, scope, materials, price, payment schedule, permit responsibility, and required cancellation rights. Keeping the same identifier on the invoice helps the client match the bill to the signed agreement.
Separate labor and materials when the client needs a clear job record, the contract prices them separately, or sales tax treatment differs by project type. Some contractor work combines taxable materials with nontaxable or differently treated labor depending on the state and service. New York, for example, treats capital improvements differently from repair and maintenance work, so the invoice should preserve the job category and charge detail.
Retainage should appear as a separate deduction from the approved amount, with the current retainage and cumulative retainage visible. The client should see the contract value, work completed to date, previous billings, current billing, retainage withheld, and balance remaining. On federal construction progress payments, retainage for unsatisfactory progress is case by case and may not exceed 10% of the approved estimated amount.
Approved change orders can appear on the same contractor invoice when the invoice identifies each change order separately and ties it to the written approval. The line should show the change-order number, short description, added labor or materials, and price change. California contractor guidance states that home improvement contract price changes must be made by written change order and kept with the project paperwork.
Contractor invoices in the United States do not use a national VAT or GST invoice regime. Sales and use tax is imposed and administered by states and local jurisdictions, with rates and taxability depending on the state, local rate, nexus, product or service, and place of sale. A contractor making taxable sales may need a state-level sales-tax registration, such as a California seller's permit where required.
Everhour Billing & Invoicing converts tracked billable time and expenses into client invoices, calculates invoice amounts from rates, and excludes non-billable tasks. Contractor teams can preview uninvoiced time and expenses, group line items by project, task, person, or date, and export invoice drafts to QuickBooks Online, Xero, or FreshBooks.
Everhour reporting gives admins columns for billable time, non-billable time, billable amount, cost, invoice status, and project data. Reports can be filtered, grouped, downloaded as CSV, Excel/XLSX, or PDF, and used to keep job billing, subcontractor review, and client backup in one reporting layer.
Track billable contractor work, expenses, and invoice status in Everhour, then send cleaner drafts to accounting with fewer manual billing gaps.
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