Subcontractor billing runs on contracts, progress, retainage, and change orders. Everhour keeps billable work organized by project.
Fill in your details, add line items, hit Print when ready.
| Description | Qty | Rate | Tax | Amount |
|---|
The calculator gives you the number — Everhour takes it from there.
One click and you're timing. Start a timer, add an entry, edit the details. This is exactly how it feels in Everhour.
Set a budget, assign rates, and get alerted before you're over.
Measurement
Track your budget through time or costs
Every report you need — configured your way, always up to date.
Tracked hours flow straight into a polished invoice — no copy-paste, no manual math.
Use this page to prepare a subcontractor invoice for work tied to a project, trade scope, purchase order, or subcontract. Construction subcontractors commonly bill by milestone or percentage complete, so the invoice needs more than a labor line. It should connect the current payment request to the contract amount, approved change orders, prior billings, current progress, retainage, and remaining balance.
The invoice should also make the payment request easy to review. Include your business name, customer name, project address, invoice number, invoice date, payment terms, remittance details, and a contact for questions. For private-sector U.S. invoices, no single federal form controls ordinary business invoicing. The invoice still matters as a supporting document for income, expenses, and contract records.
Progress billing usually starts with a schedule of values. That schedule splits the project price across phases or work categories, such as rough-in labor, materials, fixtures, testing, and closeout. Each invoice then shows the contract value for the line, approved changes, work completed to date, prior billing, current billing, retainage, and balance remaining.
A plumbing subcontractor with a $40,000 rough-in scope can invoice 50% completion as current work while showing earlier invoices and any approved change order as separate lines. Separate change orders from the original contract amount. That split helps the general contractor verify that the extra work was approved before it became part of the payment request.
Retainage changes the amount due now, so show it as a withheld amount rather than burying it in the line price. Construction progress billings often withhold 5% to 10% until completion, depending on the contract and jurisdiction. On U.S. federal construction contracts, retainage may be withheld only when satisfactory progress has not been achieved and may not exceed 10% of the approved estimated amount.
Lien waivers need the same level of care. Conditional progress waivers, unconditional progress waivers, conditional final waivers, and unconditional final waivers serve different purposes. A waiver should identify the specific work, materials, payment, and project. Treat an unconditional waiver as a final release. Sign it after payment is confirmed, because a delayed or failed payment can leave you exposed.
A one-off template works for a small payment request, a single change order, or a short project with simple terms. It is enough when you can verify the contract amount, completion percentage, retainage, tax treatment, and lien waiver status before sending the invoice. Keep copies of the invoice, signed change orders, and payment records with the job file.
A managed workflow becomes necessary when multiple subcontractors, crews, jobs, and billing rates feed the same invoice cycle. Everhour can separate billable and non-billable time by project, task, member rate, or custom task rate, then report billable time, non-billable time, billable amount, and cost. That structure keeps field work, admin work, and client-ready billing totals from blending together.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
High Performer
G2
Summer 2026
Best Ease Of Use
Capterra
Summer 2026
Rated in the top time trackers across G2, Capterra, and TrustRadius — with consistent praise for ease of use, integrations, and support.
A progress invoice should include the original contract amount, approved change orders, prior billings, current completion percentage, current amount due, retainage, and remaining balance. A schedule of values gives reviewers the line-by-line basis for the percentage complete. Add project details, invoice number, invoice date, payment terms, remittance details, and the contact person who can resolve billing questions.
A U.S. subcontractor invoice does not use a national VAT or GST invoice regime. State and local sales and use tax rules control tax collection where applicable. Service taxability varies by state and service type, and construction billing can include labor, materials, or mixed charges. Apply the tax treatment required by the project location, customer type, and registered seller obligations.
Approved change orders should appear separately from the original contract amount. List the change order number, short description, approval date if useful, and amount added or credited. This keeps the payment request traceable to authorized scope changes. Do not fold unapproved extras into the base contract line, because that makes the invoice harder to verify and easier to dispute.
Show retainage as a separate deduction from the progress value covered by the invoice or from the contract basis specified in the agreement. Many construction invoices withhold 5% to 10%, but the actual treatment comes from the contract and jurisdiction. For U.S. federal construction contracts, retained amounts must be paid promptly once all contract requirements are completed.
The highest-risk mistake is signing an unconditional lien waiver before payment clears. An unconditional waiver acts as a final release for the covered work, materials, payment, and project. Use a conditional waiver when payment is still pending. Match the waiver type to the payment stage, progress or final, and keep the waiver amount aligned with the invoice.
Everhour supports billable and non-billable time through project billing status, task-level non-billable controls, custom task rates, and member-rate exceptions. Admin reports can show billable time, non-billable time, billable amount, and cost, so job-related billing totals stay separate from internal coordination or rework.
Everhour Billing & Invoicing can convert tracked billable time and expenses into client invoices, with amounts calculated from time, rates, and billable expenses while excluding non-billable work. Invoice lines can be grouped by project, task, person, date, or another breakdown that matches the customer's review process.
Track subcontractor work by project, task, and billable status, then review clean billing totals before invoices go out. Everhour gives construction teams clearer invoice support through Everhour.
14-day free trial · No credit card · Cancel anytime
