Download Free General Contractor Invoice Templates

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Free General Contractor Invoice Template

Best for:

Labor, materials, phases, draw terms.

Printable General Contractor Invoice Template

Best for:

Totals, tax, permit, signatures.

Editable General Contractor Invoice Template

Best for:

Edit allowances, change orders, retainage.

Custom General Contractor Invoice Template

Best for:

Logo, PO, schedule and lien fields.

How to Invoice as a General Contractor

A simple flow that shows the work, proves it, and gets you paid.

Free Online Invoice Generator

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In 5 Steps:

Confirm what was completed this period and gather timesheets, sub bills, and receipts.
Create the invoice from the contract, listing the original scope and any approved change orders with supporting refs.
Add this period’s charges for labor, materials, subs, equipment, and general conditions, and note any retainage per the contract.
Request the deposit if required and apply any deposit already on file to the new balance.
Attach backup and send with payment terms, warranty note, and clear pay options.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

What to Include in a General Contractor Invoice

These are the must-have fields for clear, compliant invoices.

Business name, address, email, phone
Contractor license # and classification
Client name and billing address
Project name and site address
Invoice # and issue date
Project/contract ID
Permit/inspection # (if applicable)
Billing period or milestone
Retainage rate and amount this period
Prior payments, deposit on file, and balance due
Payment terms, due date, and accepted methods
Lien notice and warranty terms (check local rules)

Billing Scenarios for General Contractors

How to label charges so every invoice makes sense the moment your clients see it.

Progress Payment % Complete; Retainage Held

Progress billing on a fixed-price project

Shows how much of the job is done and what is withheld per the contract.

Labor Time & Materials; Materials Time & Materials

Small job billed time and materials

Keeps hourly work and parts clean for easy review.

Change Order Ref; Allowance Adjustment

Client upgrade or approved scope change

Separates new choices from the base contract so totals stay clear.

Subcontractor Invoice; Overhead & Profit

Subcontractor work passed through with markup

Attach the key documents and note how the totals were calculated.

Permit Fee Reimbursement; Inspection Fee

Permit or inspection fees paid by you

Recovers out-of-pocket fees tied to compliance.

Punch List Completion; Deposit Applied

Closes the project and clears the deposit from the account.

Free Online Invoice

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Standard charges and fees for general contractors

List labor, materials, permits, change orders, and equipment with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Project Management Hours

Time

Active job coordination

Qty × hourly rate. Track scheduling, RFIs, and subcontractors; log hours weekly for transparency.

Mobilization & Site Setup

Item

Start of project

Lump sum or Qty × hourly rate. Covers delivery, fencing, temporary utilities, and safety; document setup photos.

Rough Carpentry Labor

Time

Framing or structural work

Qty × hourly rate. Labor for walls, decks, and blocking; split materials on their own line.

Change Order Work

Time

Approved scope change

Qty × hourly rate. Reference signed change order ID and note schedule impact.

After-Hours/Weekend Premium

Item

Off-hours scheduling

Qty × rate or multiplier on labor. Note client approval and site restrictions.

Punch List & Closeout

Time

Final fixes before handoff

Qty × hourly rate. Touch-ups and walkthrough items; capture sign-off.

Building Permit Fee

Item

Authority fee pass-through

Pass-through as billed. Attach permit number and receipt; no markup per policy.

Special Inspection Fee

Item

Third-party required testing

Pass-through as billed. Note inspector, test type, and date; keep reports with invoice.

Framing Lumber Package

Item

Taxable

Materials delivered to site

Cost × (1 + markup%). List grade and quantity; keep labor separate.

Concrete & Rebar Materials

Item

Taxable

Foundation or slab pour

Cost × (1 + markup%). Include mix design, tonnage, and delivery tickets.

Save and reuse your contractor labor and fees

Create a free account and save labor, material costs, change orders, and rentals once, so nothing gets retyped.

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Common General Contractor Invoicing Mistakes

These happen under pressure but are easy to fix with small tweaks that prevent disputes.

Mistake

How to fix it

Leaving off your contractor license and compliance IDs blocks approvals and slows payment.

Place your license near the header and include any required compliance identifiers on the invoice; check local rules.

No billing period or milestone makes clients guess what they are paying for.

State the exact dates or milestone title and match it to the contract for this bill.

Use separate lines for each cost type and attach a simple summary sheet to show quantities and units.

Attach the key documents and note how the totals were calculated.

Vague work descriptions create confusion and chargebacks.

Reference the contract section and list what is included and what is excluded in plain language.

Missing or fuzzy payment terms leads to late payment and a cash crunch.

Set a clear due date, accepted methods, and any late fees allowed by the contract; check local rules.

General Contractors Invoice FAQs

Progress draws, retainage, change orders, subs, permits, dumpsters, and equipment rental. Get line items, markups, and payment terms built for builders and remodelers. Clear answers.

How should a GC structure progress billing on a residential addition?

Bill by milestones tied to percent complete. Show previous billed, current draw, and balance to finish. Example: “Framing complete: 25% of contract = $18,750; Less prior billed $10,000; Current due $8,750.”

What belongs on a change order to avoid payment disputes?

List scope, unit costs, markup, added days, and signatures from client and construction manager. Attach supporting quotes. Example: “CO-004: Add two can lights: Materials $180, Labor 2 hrs @ $85 = $170, GC fee 15% $52.50, Total $402.50.”

How do I show retainage withheld and released?

Display retainage as a separate deduction on each draw, then a release line at substantial completion. Spell the percent. Example: “Retainage 10% on Current Draw ($3,200) = -$320; Retainage Release on Final = $3,200.”

Should permit, inspection, and plan review fees be billed at cost or with markup?

Most builders pass them through with standard overhead and profit. If you mark up, note it. Example: “City permit fee $1,150 + Admin/OP 10% $115 = $1,265.” Rules vary—check local rules.

How do I bill subcontractors’ work with my markup?

Show the trade invoice as a line, then add your fee as a separate line or percent column. Keep it clean. Example: “Electrical rough-in (sub) $6,400; GC overhead/profit 15% $960; Total $7,360.”

What’s the right way to handle allowances that come in over or under?

Reconcile at selection. Show allowance amount, actuals, and variance. Example: “Tile allowance $2,500; Actual $2,980; Over by $480 due this draw.”

How do I price and show mobilization, dumpsters, and equipment rental?

Use a mobilization line plus time-based rentals. Note the rate and days. Example: “Mobilization and site setup $750; 20-yd dumpster 2 weeks @ $185/wk = $370; Skid steer rental 3 days @ $210 = $630.”

How should a remodeling contractor handle small T&M service calls?

Use minimum charges and clear travel. Include labor rate, materials, and trip. Example: “Service call minimum 1 hr @ $95 = $95; Trip fee $45; PEX fittings $18; Total $158.”