Labour
Per hour
Crew time on site, often split between skilled and general labour rates.
Labour · Materials · Variations
Contractor Invoice Generator
Create Professional Contractor Invoices
Contractors bill against an agreement, so an invoice has to reconcile with the quote the client accepted. Labour, materials and anything added later need to be visible as separate figures.
The generator opens with contractor line items — crew hours, supplied materials and a variation — so you can adjust the figures for the job rather than building the structure from nothing.
Loaded with contractor line items you can edit, rename or remove.
What is a contractor invoice?
A contractor invoice is a claim for payment against contracted work. Unlike a simple service bill, it usually has to sit inside a sequence: a quote, a deposit, one or more progress claims and a final invoice that balances everything against the agreed contract value.
Because the client is checking your figures against their budget, the structure matters as much as the total. Labour, materials and variations kept apart give them three things they can verify independently. One combined figure gives them nothing to verify and a reason to delay.
How to invoice as a contractor
- Step 1
Pull the numbers off the job
Crew hours, supplier dockets and any variations approved on site. Collect them while the job is fresh rather than reconstructing them later.
- Step 2
Decide what this invoice covers
A stage, a period or the completed job. Say so in the description so the client knows which part of the contract they are paying for.
- Step 3
Split labour from materials
Hours at a rate on one set of lines, supplied materials on another. Name the materials the way the client saw them in the quote.
- Step 4
List approved variations
One line each, with a reference and the approval date. Unapproved extras belong in a conversation before they reach an invoice.
- Step 5
Deduct deposits and previous claims
Show what has already been paid so the balance due is unambiguous and matches the client's own records.
- Step 6
Set terms and send with the paperwork
Attach the PDF alongside dockets or photos where the contract requires them, and state the payment term clearly.
What to include on a contractor invoice
- Your business name and any licence or registration number required
- Client name, site address and the job or contract reference
- Invoice number, issue date and the stage or period claimed
- Labour hours and rates, split by crew or task where it helps
- Materials supplied, described so they match the quote
- Each approved variation with its reference and approval date
- Deposits, previous progress claims and any retention as deductions
- Payment terms, bank details and late payment terms
Common charges for contractors
Materials
At cost or with margin
Supplies bought for the job, billed the way the quote described them.
Variations
Per approved change
Work added after the contract was agreed, referenced to the client's approval.
Progress claim
Per stage
A portion of the contract value invoiced when a defined stage is complete.
Plant and equipment
Per day or hire period
Machinery, scaffolding or skips hired specifically for the job.
Site costs
Per job
Waste removal, temporary services, permits and clean-up at the end.
Example contractor invoice
A progress claim covering completed labour, materials, one approved variation and site clean-up, with the deposit deducted.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Site labour — crew (hrs) | 24 | 72.00 | 1,728.00 |
| Materials supplied (at cost) | 1 | 1,450.00 | 1,450.00 |
| Variation 1 — extra doorway framing (approved 14 Mar) | 1 | 380.00 | 380.00 |
| Skip hire and site clean-up | 1 | 340.00 | 340.00 |
| Subtotal | 3,898.00 | ||
| Deposit paid on commencement | -1,000.00 | ||
| Total due — Net 7 | 2,898.00 | ||
Tips for getting invoices paid
Get variations in writing on the day
A text message confirming an extra is enough. Memory is not, and it is always the variation that gets disputed.
Invoice stages as they complete
Waiting until the end concentrates your risk and strains cash flow while you are still buying materials.
Quote the job reference
Clients with several sites cannot allocate an invoice without one, and unallocated invoices sit unpaid.
Attach the evidence
Dockets, photos or a signed timesheet turn a query into a five-minute check rather than a week's delay.
Common invoice mistakes for contractors
One line for the whole job
A single figure against a detailed quote forces the client to reverse-engineer your pricing.
Ignoring previous claims
Progress invoices that do not account for what was already billed create overpayment disputes.
Billing unapproved extras
Work nobody signed off is the hardest money to collect, however necessary it was.
Vague material descriptions
'Materials — 1,450' reads as a guess. Name the main items so the figure looks calculated.
Frequently asked questions
How do I invoice a progress payment?
Invoice the stage that has been completed, name the stage in the description, and note what was invoiced previously so the client can see the remaining contract value. Keep the stages consistent with the ones in the quote.
How should variations appear on the invoice?
As their own lines, numbered and dated, referencing when the client approved them. Merging a variation into the original scope line is the fastest way to have the whole invoice queried.
Do I show the deposit on the final invoice?
Yes. Show the full value of the work and then the deposit as a deduction. The client sees the contract value and the balance, which matches how they recorded the payment.
Should materials be charged at cost or with a margin?
Either is normal, but bill it the way you quoted it. If you apply a margin, show one supply line at your selling price rather than a supplier's invoice total with an unexplained uplift.
What about retention held by the client?
If your contract includes retention, show the retained percentage as a deduction and note when it becomes payable, so nobody treats the invoice as short paid.
Can I invoice a head contractor rather than the property owner?
Yes. Bill whoever holds the contract with you and include the site address and their job reference, because head contractors reconcile subcontractor claims against their own project codes.
Related tools and reading
Create your contractor invoice
Edit the line items, add your details and download a clean PDF. Free, no account and no watermark.