Free general contractor invoice template
Run a remodel or small build through phase-based invoices that list subcontracted trades, materials, permits and signed change orders, with past payments shown against the contract total.
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Harbor Line Builders
Charleston, SC
Bill to
Kevin and Ana Brooks
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Kitchen remodel, phase 2: rough-in complete (framing, electrical, plumbing) | 1 phase | $18,000.00 | $18,000.00 |
| Change order #3: relocate sink to island, signed 3/12 | 1 each | $2,400.00 | $2,400.00 |
| Building permit and inspection fees | 1 each | $650.00 | $650.00 |
| Owner-selected tile allowance overage | 1 each | $800.00 | $800.00 |
- Subtotal
- $21,850.00
- Total due
- $21,850.00
Notes
Contract total $68,000. Paid to date $20,400 (deposit and phase 1). This invoice covers phase 2 and change order #3. Next invoice at cabinet and countertop install.
Download the general contractor invoice template
US Letter, 8.5 x 11 in. Take it with the sample lines above to edit, or blank to fill in from scratch
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Fill it online with these linesWhat to include on a general contractor invoice
- 1Contract number and original contract amount
- 2Phase or milestone being billed, with what was finished
- 3Signed change orders by number, date and amount
- 4Allowance items and any overage or credit
- 5Permit and inspection fees
- 6Payments received to date and the remaining contract balance
- 7Your contractor license number, if your state requires it
- 8Lien waiver or release notes, if your state or the client requires them
How general contractors and remodelers usually bill
- Fixed-price contract split into payments tied to milestones like demo, rough-in, drywall and final
- Cost plus a fee, where the client pays actual costs plus a set percentage or fixed fee
- Allowances for finishes the owner picks later, with overages billed and underages credited
- Change orders priced and signed before the extra work starts
Payment terms
Most remodels start with a deposit at contract signing, then payments at agreed milestones such as rough-in passed, drywall done, cabinets set and final walkthrough. Tie each payment to work the client can see, not to dates. Some states limit up-front deposits on home improvement contracts, and lien waiver and notice rules differ by state, so check yours before writing payment terms. Short terms like Net 7 or Net 10 keep cash moving to your subs. Show the contract total, payments to date and remaining balance on every invoice so nobody loses track.
General guidance, not legal or tax advice.
Common mistakes on general contractor invoices
- Starting extra work on a verbal yes, then trying to bill it as a change order later
- Not showing payments to date and remaining balance, so the client cannot tell where the job stands
- Billing a milestone before the inspection for that phase passes
- Mixing allowance overages into other lines instead of showing them on their own
- Paying subcontractors before the client has paid the matching milestone
General contractor invoice questions
How does a general contractor invoice a remodel?
Most bill at milestones set in the contract. Each invoice names the phase finished, adds any signed change orders and allowance overages, and shows the contract total, payments received and remaining balance.
How do I bill a change order?
Write up the change with a price before the work starts and get the client to sign it. Then add it to the next invoice as its own line with the change order number and date.
Do I need to give lien waivers with my invoice?
It depends on your state and the contract. Some clients and lenders ask for a lien waiver with each payment. Lien rules are different in every state, so check your state law or ask a construction attorney.
What is an allowance on a contractor invoice?
An allowance is a budget in the contract for items the owner picks later, like tile or fixtures. If the owner spends more, you bill the overage. If they spend less, you credit the difference.
Should a general contractor list subcontractors on the invoice?
On a fixed-price contract you usually bill by phase, not by sub. On cost-plus work, list each trade and its cost so the client can check it against the agreed fee.
Send it from BillingOtter
A template still has to be emailed and chased. In BillingOtter the same invoice goes out by email with the PDF attached and a pay link, and you see what is paid, due or overdue.
- Email the invoice with the PDF and a Pay button
- Clients pay by card or US bank transfer (ACH) on Creator Pro, without creating an account
- Automatic payment reminders on Creator Pro, which stop as soon as the invoice is paid
- Free Starter covers 5 invoices a month, no card needed
Templates for related trades
Free tools for general contractors and remodelers
Bill your next job from BillingOtter
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