Free invoice templates for Subcontractors built for labor, materials, and change orders. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.
Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.
How to label charges so every invoice makes sense the moment your clients see it.
Break out labor, materials, scope items, site details, and POs with professional invoice line items.
Billing gets messy fast on projects with moving parts. Use these fixes to keep approvals smooth and disputes rare.
Progress billing, retainage, T&M backup, change orders, stored materials, certified payroll, lien waivers, and backcharges made simple. Get line items and terms that win approval, clear answers.
Bill by percent complete for each SOV line. Note percent, quantity, and math. Example: “Rough-in plumbing: 40% of $20,000 = $8,000.”
Daily tickets, signed by the site lead, plus receipts and equipment logs. Show labor classes, hours, rate, markup. Example: “Journeyman Electrician 16 hrs @ $72 = $1,152; Materials at cost $940 + 10% = $1,034.” Use the Subcontractors Invoice Template to keep this consistent.
Show retainage withheld each pay app and the percent in your terms. Bill release once substantial completion or punch list is done. Example: “Subtotal $25,000; 10% Retainage $2,500 held; Amount Due $22,500.”
Yes if the contract allows it. Include photos, paid invoices, insurance, and location. Example: “Stored Materials: 120 sheets 5/8" Type X @ $14 = $1,680.” Rules vary—check local rules.
List each CO as its own line with scope, date, and approval reference. Keep it separate from base contract lines. Example: “CO-03 Add two data drops: Lump Sum $650.”
Price mobilization as a fixed line or percent if the contract allows. Include trucks, setup, and temporary utilities. Example: “Mobilization: Crew, lift, temp power set-up = $1,200; Demob = $450.”
Expect a partial lien waiver, updated insurance, certified payroll if required, and an updated schedule of values. Add inspection sign-offs when applicable. Example: “Attachment: Partial Lien Waiver for Pay App #3; Certified Payroll Week 18.” Rules vary—check local rules.
Ask for written detail, photos, and affected spec section. If valid, show it as a separate deduction and note agreement. Example: “Backcharge: Cleanup for Unit 204, 2 hrs labor @ $40 = -$80.” If disputed, reply with your evidence and keep it off the next pay app until resolved.
