AvoContractor Invoice Template (Free Fillable PDF)
A contractor invoice has to do one job: make it obvious what was done, what it cost and when the money is due, so the client pays without a phone call. This template is laid out for that. Labor and materials are separate, the deposit you already received is subtracted, and the payment terms sit right under the total where people actually look.
Free, fillable, US Letter. No email, no sign-up. Download the fillable PDF, type your details once and save it as your master copy. For the next job you only change the client, the lines and the invoice number.
What the PDF looks like. The hints in the line table show the lines a contractor typically bills; type over them.
Why contractor invoices get paid late
Materials buried in one lump sum
When a $4,800 invoice is a single line, the client questions it. Split labor from materials and the same number gets paid without a conversation.
Deposit not shown
If the 30% deposit is not subtracted on the invoice, the client assumes you forgot it and pays late while they check. Show it as a negative line.
No due date
“Payment on receipt” is not a date. Write the day. Invoices with a real due date are paid roughly a week sooner than invoices without one.
What to include on a contractor invoice
- Your business name, license number and contactMany states require the contractor license number on every invoice. Put it in the header once.
- Job addressNot the client's billing address. The address where the work happened is what the client, the bank and a lien all look for.
- Invoice number and dateSequential numbers (2026-014, 2026-015) make your bookkeeping simple and look professional.
- Labor lines with hours and rate“Framing, 2 carpenters, 16 h × $55” is paid. “Labor — $880” is questioned.
- Materials with quantity and unit priceAttach the supplier receipts if the contract says cost-plus.
- Change orders as their own linesAnything outside the original scope gets a line that says “Change order #2, approved 14 Mar”.
- Deposit received and retainageSubtract the deposit. If the client holds retainage (usually 5–10%), show it so the balance due is unambiguous.
- Payment terms and methodsNet 15, late fee if any, and how to pay: check, Zelle, ACH, card. The easier it is to pay, the sooner it happens.
Example contractor invoice
Lines a typical job produces. Labor and materials are separate, and anything already paid is a negative line so the total is the balance due.
| Description | Qty × rate | Amount |
|---|---|---|
| Demo and haul-away, garage | 1 job | $650.00 |
| Framing labor — 2 carpenters | 16 h × $55.00 | $880.00 |
| Lumber and fasteners (receipts attached) | 1 lot | $1,214.30 |
| Change order #1 — add window header | 1 | $340.00 |
| Deposit received 02 Mar | −$1,000.00 | |
| Total due | $2,084.30 | |
How to use the template
- Download the PDFIt is a fillable form: open it in any PDF reader, on a computer or a phone.
- Fill in your details onceBusiness name, contact, license number, terms. Save it as your master copy.
- Add the job and sendChange the client, the lines and the invoice number for each contractor job. Export and send by email or text.
Fill it on your iPhone in a minute instead
Avo keeps your clients and your usual line items, so the next invoice is three taps. Your first three documents are free, full-quality PDF, no watermark. Premium from $59.99/year if you invoice often.
Questions
Do I need to put my license number on a contractor invoice?
In many US states, yes. California, Florida, Arizona and others require the contractor license number on contracts and invoices. Even where it is optional, it reassures the client and it costs nothing to include.
Should labor and materials be on separate lines?
Yes. Separate lines are easier to approve, easier for the client's accountant, and they protect you when a material price is questioned. On cost-plus jobs attach the supplier receipts.
How do I show a deposit on the invoice?
Add a negative line named “Deposit received” with the date, below the work lines. The total then shows the balance due, not the full contract value.
What payment terms are normal for contractors?
Net 15 or Net 30 for commercial clients, due on receipt or Net 7 for homeowners. Progress billing (by milestone) is standard on jobs longer than two weeks.
Can I use this template for estimates?
The layout works, but call the document an Estimate, remove the deposit line and add an expiry date. If you make estimates often, an app that turns an estimate into an invoice in one tap saves retyping.