For contractors
Contractor Invoice Generator
A contractor invoice has to survive scrutiny: which job, which stage, how much labour, which materials, and what was already paid. This generator gives you the line structure for that, and exports an A4 PDF you can send from site.
Create your invoice now
Fill in your details, add line items and download a PDF invoice. Free, no signup.
What should a contractor invoice include?
The job or site reference, the period or stage covered, separate lines for labour, materials and equipment, any deposit already received, tax, and the balance due with a date.
Site references are the detail most often left off and most often the reason an invoice sits unpaid. A client running three projects cannot approve an invoice they cannot attribute. Put the address or job number in the reference field, not only in an email.
How do you separate labour and materials on an invoice?
Use distinct line items: labour billed as hours or days times a rate, materials billed as quantity times unit cost. Group them with descriptive lines so the client can see the split at a glance.
Separating them protects you in two directions. It shows the client they are not paying a markup they did not agree to, and it gives you a defensible record if a variation is disputed later.
Line structure for trade work
- Labour: hours or days, with the rate and the trade described
- Materials: quantity, unit and unit price, itemised rather than lumped
- Plant and equipment hire, with the hire period stated
- Subcontracted work, identified as such
- Variations and extras, referenced to the approval that authorised them
- Deposits and stage payments already received, shown as deductions
Progress and stage invoicing
Long jobs are rarely invoiced once. Stage invoicing — deposit, first fix, second fix, completion — keeps cash flowing and keeps the client informed. Name the stage on the invoice and state what was completed to reach it.
Keep the numbering sequential across the job so the sequence itself tells the story: INV-0104, INV-0105, INV-0106 for the same site reference is a record both sides can follow.
Retentions, deposits and final accounts
If the contract holds a retention, show it explicitly rather than quietly reducing the total, and note when it becomes payable. Deposits belong on the invoice as a deduction, with the date received, so the balance due is unambiguous.
Construction tax treatment can differ from ordinary services in several countries — reverse charge schemes and withholding rules are common. Confirm what applies to your trade and jurisdiction with an accountant before setting a tax rate.
Invoicing from the job site
The generator works in a mobile browser, so an invoice can be produced and downloaded before you leave site. Photograph nothing into the invoice itself — attach evidence separately — but do capture the site reference and dates while they are in front of you.
Frequently asked questions
Published 18 September 2026. Last updated 18 September 2026. Written by the Free Invoice Generator team. General invoicing information, not tax or legal advice.
Related
- Contractor Invoice TemplateA contractor invoice template with heavy headings and room to separate labour, materials and equipment.
- Invoice Payment Terms ExplainedWhat invoice payment terms mean and when to use each one: due on receipt, Net 7, Net 15, Net 30, Net 60, deposits, milestones, early-payment discounts and late fees..
- Invoice ExamplesReal filled-in invoice examples for hourly freelance work, a fixed-price project, a product sale with tax and shipping, and a contractor job with labour and materials..
- Invoice Numbering SystemsHow invoice numbering works, which formats are safe to use, why numbers must be sequential and unique, and how to handle restarts, credit notes and gaps..
Invoice the job now
Add your details, list your work and download a professional PDF invoice. Free forever, no signup required.