Everhour turns tracked billable time and expenses into invoices, while subcontractor billing still follows contract details.
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A subcontractor invoice usually supports a specific payment request, such as a monthly progress billing, milestone payment, or final invoice. The document should tie back to the subcontract, project name, job address, invoice date, invoice number, billing period, payment terms, and remittance details. For construction work, approval often depends on matching the invoice to the agreed scope rather than simply listing hours or materials.
Progress billing commonly uses percentage complete or milestones agreed before work begins. A framing subcontractor, for example, may invoice 40% completion for wall framing, add an approved change order for extra blocking, subtract retainage, and show the remaining contract balance. That structure gives the reviewer a direct path from the subcontract amount to the amount currently due.
A strong subcontractor invoice separates the original contract amount, approved changes, prior billings, current billing, billed-to-date amount, completion percentage, retainage, and remaining balance. A schedule of values helps organize the invoice by phase or work category, such as mobilization, rough-in labor, materials, equipment, testing, and closeout. Each line should show the portion completed and the amount requested for that period.
Approved change orders deserve their own lines because they adjust the amount owed outside the original contract amount. Retainage also needs clear treatment. Construction progress billings often withhold 5% to 10% from the total project or from each progress value until completion. On U.S. federal construction contracts, retainage may be withheld only when satisfactory progress has not been achieved, and it may not exceed 10% of the approved estimated amount under the contract.
The United States does not use a national VAT or GST invoice regime. Sales and use tax obligations are imposed by states and local jurisdictions, and service taxability varies by state and service type. California generally taxes retail sales of tangible personal property and only some service or labor charges, while Texas defines 16 broad categories of taxable services. A subcontractor invoice should reflect the tax treatment required for that job location and work type.
Lien waiver handling also affects payment. Construction lien waivers are commonly grouped into conditional and unconditional waivers for progress payments and final payments. A waiver should identify the specific work, materials, and project tied to the payment. Subcontractors should treat unconditional lien waivers as final releases because signing before payment clears can create risk if the payment is delayed or fails.
A free invoice is enough for a small job when the contract amount is simple, change orders are settled, retainage is clear, and the payer only needs a clean PDF or record. It also works for a final bill that has no open expenses, no disputed work, and no need to rebuild the same format across several projects.
A managed workflow becomes necessary when tracked billable time, billable expenses, change orders, retainage, and accounting handoff all need to stay connected. Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates invoice amounts from rates while excluding non-billable tasks, supports client settings and invoice customization, and exports invoices to QuickBooks Online, Xero, or FreshBooks with status sync back to Everhour.
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A subcontractor invoice should include the subcontractor name and address, client or general contractor details, project name, job address, invoice date, invoice number, contract or work order reference, billing period, line items, payment terms, remittance details, and tax treatment where applicable. Progress invoices should also show contract amount, approved changes, prior billings, current billing, retainage, and remaining balance.
Progress billing sends staged invoices as work is completed, usually based on milestones, a payment schedule, or percentage completion agreed before the job starts. A schedule of values allocates the project price across tasks or phases, so each invoice can show the completed portion, the amount billed this period, billed-to-date totals, and the remaining balance.
Retainage should appear clearly so the payer can see the gross earned amount, the withheld portion, and the net amount due. Construction progress billings often include 5% to 10% retainage, depending on the contract and jurisdiction. On U.S. federal construction contracts, retainage may not exceed 10% of the approved estimated amount under the contract.
A subcontractor invoice needs sales tax only when the applicable state and local rules require it for that sale or service. The United States has no national VAT or GST invoice regime. Sales and use tax depends on state and local rules, nexus, product or service taxability, and the place of sale.
Signing an unconditional lien waiver before payment clears creates risk because the document acts as a final release for the covered work, materials, and project. A conditional waiver is safer for a progress payment that has been approved but has not settled. The waiver should match the exact invoice, payment period, and project scope.
Everhour Billing & Invoicing lets teams select uninvoiced billable time and expenses, preview the breakdown, and generate an invoice without rebuilding timesheets manually. It calculates invoice amounts from rates and billable expenses while excluding non-billable work, then exports invoices to QuickBooks Online, Xero, or FreshBooks.
Everhour reports can show billable time, non-billable time, billable amount, and cost by project, member, or task. Admins can use those reports to review subcontractor job profitability, separate chargeable work from internal time, and export records for billing review or archive.
Convert approved subcontractor time and expenses into client-ready invoices with Everhour Billing & Invoicing, then keep invoice status connected to project billing and accounting handoff.
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