Construction billing runs on contracts, progress, and retainage. Everhour keeps job rates and billable time organized.
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Construction invoices usually support a payment request, not just a sales receipt. You need a document that connects the current charge to the contract, job, purchase order, milestone, or billing period. For progress work, the invoice should show enough detail for an owner, general contractor, or project manager to confirm the amount without rebuilding the job file.
For a subcontractor, a line might read: "Rough electrical labor, Phase 2, 60% complete, $7,800 current billing." Materials can sit on separate lines with quantities, unit prices, and approved markups when the contract allows them. A clean invoice also shows prior payments, current amount due, payment terms, and any retainage held back under the billing terms.
Construction contractors commonly invoice in stages for work completed to date. The payment schedule normally comes from the contract, such as monthly percentage completion, milestone completion, or another agreed billing cadence. A schedule of values supports that process by allocating the contract price across phases or tasks, then showing each line's completion percentage and current amount due.
A strong progress invoice separates the original contract amount, approved change orders, adjusted contract sum, billed-to-date amount, current completion percentage, current payment due, and remaining balance. Prior certified payments belong in their own field. That structure helps the payer see the difference between work earned this period, amounts already billed, and balance to finish.
Retainage is commonly withheld from construction progress payments until completion, often in the 5% to 10% range, and the percentage should come from the contract or billing terms. Show retainage as a separate line, not as a hidden discount. The payer needs to see total earned work, retainage withheld, prior payments, current amount due, and balance to finish including retainage.
Approved change orders need their own treatment because they alter the adjusted contract sum. Scope changes, unexpected site conditions, design errors, and labor or material price changes can all affect cost, but the invoice should separate approved changes from pending claims or informal requests. Lien waiver requirements are state-specific, so attach the correct conditional or unconditional progress or final waiver only when the project requires it.
A free invoice is enough for a small job, a single draw request, or a quick materials-plus-labor bill where the contract terms are simple. It works when you already know the billable labor, approved material charges, retainage percentage, tax treatment, and payment terms. The invoice still needs clear records because invoices support business income and expense documentation.
A managed workflow fits better when multiple crews, rates, projects, and change orders feed billing. Everhour separates cost and billable rates, supports per-person defaults and per-project overrides, preserves dated rate history, and prices billable work by project, member, or task. That matters when superintendent time, electrician labor, and project management hours all need different billing treatment on the same job.
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 contractor and client details, invoice date and number, job or contract reference, payment terms, line items, quantities or completion percentages, unit and extended prices, prior payments, retainage, approved change orders, current amount due, and remittance details. Federal private-sector invoices do not follow one prescribed national form, so contract requirements drive the exact layout.
Retainage should appear as a separate line or section that reduces the current payment due without hiding the earned value of the work. Construction payment applications commonly separate total earned work, retainage, prior certified payments, current payment due, and balance to finish including retainage. The retainage percentage should match the contract or billing terms.
Approved change orders should be distinguished from original contract work because signed scope or cost changes alter the adjusted contract sum. Pending changes belong outside the amount due until the contract process approves them. A clear invoice shows the original contract amount, approved changes, revised total, amount billed to date, and remaining balance.
The United States does not use a national VAT or GST invoice regime. Sales and use tax obligations are imposed and administered by states and local jurisdictions. Construction tax treatment depends on the state, local rules, nexus, product or service taxability, and the place of sale, so the invoice should follow the applicable project jurisdiction and contract terms.
Federal procurement invoices follow FAR proper-invoice rules, including contractor name and address, invoice date and number, contract or order references, descriptions, quantities, unit and extended prices, payment terms, remittance details, contact details, and TIN or EFT banking data when agency procedures require them. For most federal contract invoice payments, the baseline timing is tied to 30 days after a proper invoice or acceptance, with special shorter timelines for some construction payments.
Everhour separates internal cost rates from client-facing billable rates, so reports can calculate labor cost, revenue, and profit. Teams can use default per-person rates, per-project overrides, dated rate changes, and project, member, or custom task rates when different construction roles need different billing treatment.
Everhour Billing & Invoicing converts tracked billable time and expenses into client invoices. Users can select uninvoiced time and expenses, preview the breakdown, group invoice line items by project, task, person, date, or other available breakdowns, and export invoices to QuickBooks Online, Xero, or FreshBooks.
Track construction time by job, role, and rate, then convert approved billable work into invoices. Everhour keeps cost, revenue, and billing records connected.
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