Independent Contractor Invoice Template

Free invoice templates for independent contractors built for billable hours, project fees, and expenses. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: independent contractor invoice, independent contractor bill, or 1099 invoice.

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Download Free Independent Contractor Invoice Templates

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Editable Independent Contractor Invoice Template

Best for:

Edit hours, expenses, discounts.

Printable Independent Contractor Invoice Template

Best for:

Clean totals, tax if any, signatures.

Custom Independent Contractor Invoice Template

Best for:

Logo, PO, retainer and milestone fields.

Free Independent Contractor Invoice Template

Best for:

Hours, rate, task summary, terms.

How to Invoice as an Independent Contractor

Make billing light: set terms, track work, and bill in clean chunks so clients pay fast.

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In 5 Steps:

Confirm scope, rates, and milestones in a simple SOW or email approval.
Log billable time and expenses by date with short notes while you work.
Request a deposit or retainer before kickoff and record it against the job.
Build the invoice from your SOW and work log, add approved changes, and apply the deposit as a credit.
Send with clear payment options, then follow up and close the job when paid.

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What to Include in an Independent Contractor Invoice

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

Your business name, address, email, and phone
Business or tax ID
Client legal name and billing address
Invoice number
Issue date and due date
Contract, SOW, or PO number
Service period or date range
Payment terms and late fee terms
Payment methods and bank details
Totals block: Subtotal, Taxes or VAT if applicable (check local rules), Credits or Deposits applied, Balance due

Billing Scenarios for Independent Contractors

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

Deposit Received; Milestone 1

Kickoff on a fixed price project with an upfront retainer

This shows money paid and the first chunk delivered so the balance is clear.

Billable Hours; Timesheet Ref #

Hourly engagement across multiple days with a timesheet

This ties hours to dates and keeps the audit trail tidy.

Rush Fee; After-Hours Surcharge

Rush or weekend work requested

This flags urgency pricing so the client knows why the rate changed.

Change Order #; Additional Hours

Client adds scope after kickoff and approves changes

Show labor, costs, taxes, credits, and the balance due in separate sections so totals reconcile quickly.

Mileage; Per Diem

Travel to the client site for on site work

This covers out of pocket travel without hiding it in your rate.

Materials; Reimbursable Expenses

This passes through costs at cost plus any agreed markup.

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Billable services and expenses for independent contractors

Include hours, project fees, and expenses with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Discovery & Scoping Session

Time

Before work to define scope

Qty × hourly rate. Capture requirements and deliverables so estimates and change orders stay tight.

Onsite Labor

Time

Hands-on work at the client site

Hours × hourly rate. Track time by task to separate install/build time from admin.

After-Hours Work

Time

Nights, weekends, or holidays

Hours × after-hours rate. Use only for approved off-hours to reflect premium scheduling.

Trip/Travel Charge

Item

Site visit or pickup/dropoff

Qty × flat trip rate. Covers mobilization; log one per visit to avoid padding time entries.

Mileage Reimbursement

Item

Personal vehicle used for work

Miles × per-mile rate. Attach a simple log with dates and routes for clarity.

Materials & Consumables

Item

Taxable

Client keeps parts or supplies

Cost × (1 + markup%). List major items; keep labor separate for transparent T&M billing.

Equipment Rental Pass-Through

Item

Rented tools or gear needed

Pass-through as billed. Attach the vendor invoice and note rental period and purpose.

Permit/License Fees

Item

Work requiring a permit or license

Pass-through as billed. Reference the permit number and jurisdiction in the description.

Change Order Work

Time

Approved scope changes

Hours × hourly rate. Link to the signed change order with date and revision to avoid disputes.

Project Milestone Payment

Item

Fixed-bid phase completion

Qty × milestone rate. Tie to a deliverable and acceptance date to align cash flow with progress.

Save and reuse your contractor rates and expenses

Create a free account and save hourly rates, project fees, and expense items once, so nothing gets retyped.

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Common Independent Contractor Invoicing Mistakes

Real-world billing snags happen. Use these fixes to prevent disputes and speed up payment.

Mistake

How to fix it

Leaving out the invoice number or dates stalls approval and gets invoices lost.

Include a unique invoice number plus issue and due dates on every invoice so AP can route it fast.

Not stating payment terms and late fees invites slow payment.

Set a clear due date and late fee policy in plain language and put both near the total.

Describe the deliverable in a short verb led sentence and include the date range and reference to the agreed outcome.

Show labor, costs, taxes, credits, and the balance due in separate sections so totals reconcile quickly.

Forgetting to reference the contract or PO sends the invoice into approval limbo.

Add the exact contract title or SOW number and the client's PO number so AP can match and approve.

Charging the wrong tax treatment risks non compliance and write offs.

Apply tax only where required and note exemptions or zero tax items in the totals block, and check local rules.

Independent Contractors Invoice FAQs

Bill travel, materials, retainers, change orders, and POs the right way. Get rock solid line items, markups, and terms that speed payment. clear answers.

How should I format my first invoice for a new client?

List business name, EIN, W-9 on file, client PO, service dates, and payment terms. Use the Independent Contractors Invoice Template to standardize details that accounting expects. Example line item: “Onsite setup, 2 hrs @ $95 = $190; PO 45231.”

How do I charge for travel time and mileage?

Bill travel time at your hourly rate and mileage at the client’s rate or the current IRS standard. Add tolls and parking as expenses. Example line items: “Drive time, 1.5 hrs @ $95 = $142.50” and “Mileage, 48 miles @ standard rate.”

Should I collect a deposit or a retainer?

Yes for larger work. Many freelancers take 20–50% up front or a retainer that you draw down. Example line items: “Project deposit, 30% of $3,000 = $900” or “Retainer funded, $1,500; balance applied to May hours.”

How do I bill when the client changes scope?

Use a written change order with new hours, units, or deliverables. Price the delta and list it separately. Example line item: “Change order #2, add 6 design hrs @ $110 = $660.”

Can I add markup on materials or subcontractors?

Yes if the contract allows it. Keep it transparent with a percent or flat fee. Example line item: “Subcontracted videographer, vendor cost $600 + 15% markup = $690.”

What is a fair rush or after-hours rate?

Many contractors price rush or nights at 1.5x to 2x their base. Call it out as its own line. Example: “After-hours support, 3 hrs @ $150 = $450.”

How do progress payments work with milestones?

Tie payments to deliverables or dates, not vague percentages. Show each milestone, its price, and what triggers billing. Example: “Milestone 2, content draft approved, fixed fee = $1,200.”

How do I handle late fees and net terms a corporate AP will accept?

State Net 15 or Net 30 and a reasonable monthly late fee, then match the client’s vendor policy. Rules vary—check local rules. Example: “Terms Net 30; late fee 1.5% per month after 30 days.”