Free Contractor & Construction Invoice Template — PDF, Word & Excel

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All three files were generated on September 25, 2026 from one shared field definition, so the PDF, the Word file and the Excel sheet carry the same fields (the Excel sheet has no Notes lines) — and all three are regenerated together whenever the template is revised. Each file carries a single small credit line for myinvoicetemplate.com; in the Word and Excel files you can select it and delete it.

What's inside this template

Every field on the sheet, in the order you meet it:

• Title block — "CONTRACTOR INVOICE" across the top.
• Invoice details (top right) — Invoice no., Date issued, Due date.
• From (contractor) — three ruled lines for your business name, address and contact details.
• Bill to (client / GC) — three ruled lines for the homeowner, property manager or general contractor paying the bill.
• Job site / contract no. — the field that ties the invoice to a specific property and agreement.
• LABOR block — Description · Hours · Rate · Amount, then a Labor subtotal line.
• MATERIALS block — Description · QTY · Unit price · Amount, then a Materials subtotal line.
• Rows — five blank rows per block in the PDF and the Word file (add more rows in Word as you need them), eight per block in Excel.
• Totals — Subtotal, Tax, and TOTAL DUE.
• Notes — two blank lines for payment terms, deposit received, or lien-waiver wording (PDF and Word).
• Excel only — each Amount cell multiplies its line, each block adds up its own subtotal and has its own tax-rate cell that starts at 0, and the sheet shows Subtotal (all blocks), Tax (all blocks) and TOTAL DUE. No tax rate or tax-base rule is built in.

"Separate labor and materials lines. For progress billing, note completed percentage and any retainage withheld."

— printed at the foot of the template itself

Which format should you pick

• Take the PDF if you want a printable invoice. It is a single A4 page (210 × 297 mm) with ruled lines to fill in by hand, and the layout is fixed, so nothing shifts between your screen, your printer and the client's copy. On US Letter paper, choose "Fit to page" (or "Scale to fit") in the print dialog: the A4 page is scaled down to about 94% (a little less if your printer adds margins) so the whole form fits the sheet.
• Take the Word file if you will reuse it. Fill it in on screen, save one copy per job, and export to PDF before sending. This is also the version to take if you want your logo on it, need to rename a field, or want US Letter paper (in Word: Layout › Size › Letter).
• Take the Excel file if you want the math done in a spreadsheet. Type hours, rates, quantities and prices, set a tax rate for each block (both start at 0) and the totals calculate themselves. The sheet sets no paper size, so check the print preview before you print it.
• Take none of them if you want a finished PDF. The Contractor Invoice Generator adds up the totals and gives you a PDF to send.

Labor and materials on one invoice

The blank keeps the two kinds of cost in two blocks. In the LABOR block, write each task or crew on its own line with the hours and the hourly rate (Description · Hours · Rate · Amount). In the MATERIALS block, write each item with its quantity and unit price (Description · QTY · Unit price · Amount). Each block ends in its own subtotal line, and the two subtotals add up to the Subtotal above Tax and TOTAL DUE. In the Excel file, every block also has its own tax-rate cell that starts at 0: set a rate only on the block your state taxes, or on both.

The Contractor Invoice Generator does this layout for you: you mark each line Material or Labor, and the PDF prints materials under "Materials Used" and labor under "Labor & Services", each block with its own total, with an option to apply the tax rate to materials only. Whether labor, materials or both are taxable depends on your state and the kind of job; the contractor invoicing guide covers that question.

Billing under a contract? Put the contract number (or the client's PO number) in the existing "Job site / contract no." field, and repeat it on every invoice for that job. For what a general contractor's or builder's invoice needs beyond this form (change orders, deposits received, progress percentage), see general contractor and builder invoices: what to include.

Sample contractor invoice (filled in)

This is the blank's own field set with placeholder entries, so you can see where each detail goes. The names and figures are made up for the layout; they are not prices or tax rates.

Arithmetic: labor 8 × 50.00 = 400.00; materials 100.00 + 40.00 + 60.00 = 200.00; subtotal 400.00 + 200.00 = 600.00. The tax line is left at 0.00 because the rate, and which block it applies to, depend on where the job is.

When to use a contractor invoice

Send one after the work — or an agreed stage of it — is finished, whether the payer is a homeowner, a property manager, or the general contractor above you. What sets it apart from a generic invoice is context: a job site and contract number that tie the bill to one property and one agreement, and line items that keep labor apart from materials instead of collapsing both into a single figure.

On a job billed in stages, issue one invoice per stage, reference the same contract number every time, and note the percentage completed and any retainage withheld. That is the reminder printed at the foot of the template, and it is what keeps a stage bill from reading like a duplicate of the last one.

The deeper questions — how labor and materials are taxed where you work, how retainage is calculated, how change orders get billed, and what lien compliance expects on the face of the invoice — are covered in the Invoicing Guide for Contractors.

Questions about this template