The job’s done. The customer’s happy. And three weeks later, you’re still waiting to get paid because the “invoice” was a number you said out loud in their driveway.
A clear invoice gets you paid faster. It doesn’t have to be fancy. It just has to have the right stuff on it.
What every contractor invoice needs
- Your business name, address, phone, and email. Use your business number, not your personal cell.
- The word “Invoice” and an invoice number. Number them in order (1001, 1002…). It makes tracking easy.
- Invoice date and due date.
- Customer name and job address.
- What you did, line by line. Labor and materials separate.
- Subtotal, tax (if your state taxes your services or materials), and total.
- Payment terms and how to pay.
- A thank-you line. It’s small, but people notice.
If a customer or general contractor needs your tax ID, they’ll usually send you a W-9 to fill out separately. Using an EIN there keeps your Social Security number private.
Contractor invoice template
Copy this into a doc, your notes app, or invoicing software and fill in the brackets.
“INVOICE #[1001]
[Your Business Name] · [Business Phone] · [Email] · [Address]
Date: [MM/DD/YYYY] · Due: [MM/DD/YYYY]
Bill to: [Customer Name], [Job Address]
Labor: [Description], [hours] hrs x $[rate] = $[amount]
Materials: [Description], $[amount]
Subtotal: $[amount] · Tax: $[amount] · Total due: $[amount]
Payment: [Check payable to Business Name / card / payment app]. Due within [7/14/30] days.
Thank you for your business!”
And a quick estimate template
An estimate sets expectations before the job, so the invoice isn’t a surprise.
“ESTIMATE for [Customer Name], [Job Address]
From [Your Business Name] · [Business Phone]
Work: [What you’ll do, in plain words]
Price: $[amount] ([labor + materials, or flat price])
Good for [30] days. Deposit: [amount or none]. Balance due on completion.
Anything extra we find will be discussed with you before we do it.”
That last line saves a lot of arguments.
Payment terms that actually work
- Due on completion for small residential jobs. Hand them the invoice when you finish.
- Net 7 or Net 14 for repeat customers you trust.
- Deposit up front for big jobs or special-order materials. Many contractors ask for a deposit before ordering anything custom.
- Make paying easy. The more ways people can pay you, the faster they usually do. Card, check, and a payment app cover most people.
Some states have rules about contractor deposits and what your contracts must say. This isn’t legal advice, so check your state’s contractor licensing board.
A polite reminder for late payers
Most late payers just forgot. A short, friendly text usually does it.
“Hi [Name], this is [Your Name] with [Business Name]. Just a friendly reminder that invoice #[1001] for $[amount] was due on [date]. You can pay by [method]. Let me know if you have any questions. Thanks!”
If it’s still unpaid a week later:
“Hi [Name], following up on invoice #[1001] for $[amount], now [X] days past due. Can you let me know when I should expect payment? Happy to resend the invoice.”
Send these from your business number so customers recognize who it’s from.
Keep track of what’s paid
Invoices only help if you know which ones are still open. Even a simple spreadsheet works: invoice number, customer, amount, date sent, date paid. Our bookkeeping guide has a 15-minute weekly routine that covers it.
And make sure payments land in a business bank account, not your personal one.
Put a real business number on every invoice
Your invoice, your truck, and your Google listing should all have the same number, and it shouldn’t be your personal cell.
GBPN gives you a business number that rings the phone you already carry, for $30 a month total, taxes and fees included. Text payment reminders and job updates from the business number, and calls announce themselves as business before you answer.
A real person sets it up with you. 30-day money-back guarantee.
See available business numbers
FAQ
What should a contractor invoice include? Your business info, an invoice number, dates, the customer and job address, labor and materials, totals, payment terms, and how to pay.
What’s the difference between an estimate and an invoice? An estimate is the price before the work. An invoice is the bill after the work, asking for payment.
Should I charge a deposit? Many contractors do for larger jobs or special-order materials. Check your state’s rules on deposits.
Do I need invoicing software? Not to start. A template works fine. Software helps once you’re sending lots of invoices or want online payments.
How do I number my invoices? Pick a starting number and go up by one each time. Never reuse a number.
Written by the GBPN team
We're a family-owned company that has set up business phone numbers for small businesses since 2017. We write these guides from what we hear from owners every day.
