Create professional contractor invoices for construction projects, labour, materials, subcontractors, and milestone payments. Free contractor invoice templates with instant PDF download.
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Our invoice templates are designed specifically for the construction and contracting industry, covering every billing scenario you encounter on site.
Creating a professional contractor invoice is straightforward:
Contractor invoices need to be precise — especially for large commercial projects where finance teams, quantity surveyors, or project managers review them before approving payment.
Different construction projects require different invoicing approaches. Here are the most common types:
The most common model in construction: a series of invoices tied to project phases or completion stages. Typically agreed in the contract — for example, 20% on mobilisation, 30% at frame completion, 30% at practical completion, and 20% on final sign-off.
Common on larger contracts, the contractor submits a monthly valuation of completed work and costs incurred. This is assessed by the client or quantity surveyor. The certified amount then becomes the payable invoice.
Issued when additional or varied work is instructed beyond the original contract scope. Always references the instruction number and original contract. Should be issued immediately on completion of the varied work.
Retention is typically 5% of contract value held back until the defects period is complete (usually 6–12 months after practical completion). The retention release invoice claims this held amount.
When the main contractor handles billing on behalf of subcontractors, a self-bill invoice format is used. The main contractor generates the invoice and the subcontractor countersigns it — useful for companies under CIS scheme management.
Get paid faster and avoid disputes with these practical invoicing tips for construction professionals.
Most contracts specify a payment notice period. Submitting late can push your payment to the next cycle, delaying cashflow by 30 days. Set a recurring reminder and submit your valuation on the same day each month.
Verbal instructions cost money. Get every scope change in writing — even a WhatsApp message — and issue a change order invoice without delay. Trying to claim for undocumented extras at final account is an uphill battle.
Some clients have split approval processes — project managers approve labour costs while procurement approves materials. Separating them on the invoice speeds up internal processing and reduces payment delays.
Include the contract reference, project name, and exact milestone description — "Milestone 3: Structural Steelwork Complete." This removes ambiguity and makes it easy for the client's finance team to approve and code the payment.
Retention release is often forgotten by both parties. Diarise the retention release date and issue the invoice as soon as the defects period ends. Waiting too long can create complications.
Create a professional contractor invoice in minutes. Free forever — no account, no watermarks.
Create your invoice in 60 seconds – free & no signup requiredCompany details including company registration and VAT numbers, client and site details, contract reference, billing period or milestone, itemised labour and materials, CIS deduction if applicable, VAT calculation, total due, and payment terms.
If you're a subcontractor under a main contractor and registered with CIS (Construction Industry Scheme), your invoice should show the gross amount, the CIS deduction percentage (typically 20%), and the net amount payable. The main contractor then pays HMRC the deducted amount on your behalf.
Create a separate invoice referencing your original contract number and the change order instruction number. Describe the additional work clearly, including why it was outside the original scope. Keep it separate from your regular milestone invoicing to make approval easier.
Yes. Each milestone invoice is a separate invoice. Reference the same project and contract number, but change the description to the relevant milestone — e.g. "Milestone 2 of 4: First Fix Complete." Clients can track progress against the payment schedule.
Yes, completely free. No sign-up, no watermarks, no limits on invoice count. Suitable for sole traders, partnerships, and limited companies in construction and contracting.
Yes. Click the logo upload area and upload your company logo or letterhead image. It appears on the invoice preview instantly and is embedded in the PDF download.
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