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Free Contractor Invoice Template

A professional invoice for contractors that covers labor, materials, markup, overhead, and payment terms. Works for any trade. No email required.

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What the template includes

Every field a complete contractor invoice needs to get paid faster.

Company info
Your business name, address, phone, email, and contractor license number.
Invoice number & date
Unique invoice reference and the date the invoice was issued.
Payment due date & terms
Due date and payment terms such as Net 15, Net 30, or due on receipt.
Bill to
Client name, company if applicable, and billing address.
Work order reference
Link the invoice back to the job or work order number it covers.
Labor line items
Description, hours, rate, and total for each labor category billed.
Materials line items
Description, quantity, unit cost, markup, and total for each material.
Overhead or admin fee
Optional line for overhead recovery, mobilization, or administrative charges.
Subtotal, tax, and total
Clear summary showing pre-tax subtotal, applicable tax, and total due.
Payment methods accepted
Check, ACH, card, Zelle, or whatever you accept — listed clearly.
Notes
Payment instructions, late fee policy, or any additional terms.

Template preview

A look at how the template is laid out.

INVOICE
Invoice #
Date
Due Date
Bill To
Work Order Ref
Description
Qty
Unit Price
Amount
Labor
Materials
Subtotal
Materials markup (15%)
Tax
Total Due
Notes / Payment Instructions
Open free template
Beyond the template

What IRONGRID does instead of a manual invoice.

Building a contractor invoice manually means re-entering hours from time sheets, pulling material costs from receipts, calculating markup by hand, and hoping nothing was missed. It takes time you don't have, and errors cost you money.

IRONGRID generates invoices directly from work order data. Labor is pulled from logged hours, materials from the job's materials list. Your Custom Calculations formula — labor rate, markup percentage, overhead — applies automatically. Click send and collect payment by card or ACH, all in the platform.

Invoice generated from the work order
No re-entry. Labor, materials, and costs already captured during the job.
Custom Calculations apply automatically
Define your markup, labor rates, and overhead once. Every invoice applies the formula.
Send by email with one click
Client gets a professional invoice with your logo and itemized detail, sent instantly.
Accept card, ACH, and more
Clients pay directly within the invoice — no chasing checks or waiting on mail.
QuickBooks sync in one click
Push invoices to QuickBooks Online and have clients created as Customers automatically.
Track invoice status
See which invoices are sent, viewed, paid, or overdue — all in one dashboard.

Frequently asked questions

What should a contractor invoice include?

A complete contractor invoice should include: your company name, address, and license number; a unique invoice number and date; the client's billing information; a payment due date and terms; line items for labor, materials, and any other charges; a subtotal, tax (if applicable), and total due; the payment methods you accept; and any notes on payment terms or late fees.

How do contractors calculate materials markup on an invoice?

Most contractors apply a markup percentage to the cost of materials to cover handling, procurement time, and profit margin. Common markups range from 10% to 25%, though it varies by trade and market. On the invoice, the markup is typically shown as a separate line or included in the unit price of each material. IRONGRID's Custom Calculations feature lets you define a markup percentage once per work order type, and it applies automatically to every invoice.

What are standard contractor payment terms?

Common contractor payment terms include Net 15 (due within 15 days), Net 30 (due within 30 days), and due on receipt. For larger projects, progress billing is common — invoicing for a percentage of the total at defined milestones rather than the full amount at completion. Many contractors also charge a late fee (typically 1.5% per month) for overdue balances, which should be stated on the invoice.

What's the difference between a contractor invoice and an estimate?

An estimate is sent before the work begins and proposes the expected cost. An invoice is sent after the work is done and requests payment for the actual cost. Estimates are negotiable and may differ from the final invoice if scope changes. Invoices are binding billing documents.

Do I need to charge sales tax on contractor services?

It depends on your state and the nature of the work. Many states tax materials but not labor for construction services. Some states tax certain service types differently than others. You should verify the rules for your state and trade with a tax professional or your state's department of revenue. When in doubt, consult an accountant before adding or omitting tax on contractor invoices.

Is this template free?

Yes. The contractor invoice template is completely free to download and use. No email address, account, or credit card required.

Related templates and tools

Work Order TemplateJob Estimate TemplateContractor Invoicing SoftwarePricing

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