Contractor invoice template
Contractors and subcontractors invoice frequently, often for smaller amounts, and usually for jobs that were agreed verbally on site. That combination makes clear referencing more important than length.
Reference the job, not just the client
A contractor working for the same client across several sites needs each invoice tied to a specific job. Include the site address, the job or works order number, and the date the work was carried out.
Without those, an invoice sits with a client trying to work out which job it relates to — and that reconciliation is what causes most delays in trade payments.
Labour, materials and call-out
- Labour — hours or days with the rate, and what was done.
- Materials — itemised, with quantities. State whether supplied at cost or with a markup, as agreed.
- Call-out or minimum charge — as its own line, because it is the charge most often queried when it appears rolled into labour.
- Plant or equipment hire — separately, with the hire period.
Emergency and out-of-hours work
Where a higher rate applies for evenings, weekends or emergency call-out, state the rate and the reason on the line itself: “Emergency call-out, Saturday 22:15 — out-of-hours rate”.
A client seeing an unexplained higher figure assumes an error. The same figure with the reason attached is rarely challenged.
Subcontracting to a main contractor
Invoicing a main contractor rather than an end client adds requirements. Expect to reference their works order or purchase order number, to invoice within a specific window in their payment cycle, and possibly to submit through their portal rather than by email.
Payment terms are also typically longer. Ask at the start what the payment cycle is and what the invoice must show — both are usually answered readily and both prevent a rejected application.
How to use this template
- Open the free invoice generator.
- Add your business and customer details.
- Enter your items, prices, tax and branding.
- Preview, then download the PDF or share it directly.
Frequently asked questions
What should a contractor invoice include?
The site address, job or works order number, date of works, labour with hours and rate, itemised materials, any call-out or minimum charge, and applicable tax.
Should materials be marked up on the invoice?
Only if agreed in advance. Whichever applies, show materials on separate lines from labour and state the basis — mixing them together is what triggers queries.
How do I charge for emergency or out-of-hours work?
As its own line with the reason stated, such as emergency call-out with the day and time. An unexplained higher rate reads as an error; an explained one rarely gets challenged.
What is different about invoicing a main contractor?
Expect a works or purchase order reference, a fixed submission window in their payment cycle, possibly a portal instead of email, and longer terms. Ask about all four before the first invoice.
Why do contractor invoices get delayed?
Most often because the client cannot tell which job the invoice relates to. Site address, job number and date of works fix that in one line each.