Template

Contractor Invoice Template

The invoice is the final transaction document — the one your customer reads before paying you. Sloppy invoices delay payment. This template is the cleanest format we've seen for residential and light-commercial work: line items match the original quote, change orders show as their own section, deposit and retainage credits are obvious, and the total due is the largest text on the page.

What this template includes

A contractor invoice with separate sections for original quote items, approved change orders, sales tax, deposit credit, retainage held, total due, and clear payment terms with a remit-to block.

Who uses this

RemodelersRoofersHVAC installersGeneral contractorsPlumbersElectriciansConcrete contractors

Template preview

Header
INVOICE
Invoice #: INV-2042 · Date: [today] · Due: [+30 days]
Quote #: Q-1042 · Job: Johnson Bath Remodel
Bill to
Customer Name
Customer Address
Customer Phone · Customer Email
Remit to
Your Company Name
Your Address
License # · Phone · accounting@yourco.com
Original quote line items
Materials (drywall, fixtures, tile) .......................... $4,200
Labor (80 hrs @ $75/hr) ...................................... $6,000
Subcontractor — plumbing ..................................... $1,400
Subcontractor — electrical ..................................... $850
Subtotal (original scope) .................................... $12,450
Approved change orders
CO-1: Upgraded shower fixture (signed 5/3) ..................... $480
CO-2: Additional outlet — vanity area (signed 5/5) .............. $185
Subtotal (change orders) ........................................ $665
Totals
Subtotal ..................................................... $13,115
Sales tax (9.5%) .............................................. $1,246
Total ......................................................... $14,361
Deposit paid (3/12) ........................................ -$3,393
Progress draw paid (4/2) ................................... -$5,089
BALANCE DUE .................................................... $5,879
Payment terms
Net-30 from invoice date. 1.5% monthly late fee on unpaid balance.
Pay by card or ACH: [your-stripe-link]
Pay by check: [your remit address]

Copy this structure into your own document, or run it natively in Vexor.

How to use it well

1. Reference the original quote

Include the quote # at the top so the customer can verify the work scope matches what they signed. Reduces "this isn't what we agreed on" disputes.

2. List change orders separately

Every approved change order gets its own line. Don't bury them in totals — customers panic when the invoice is 20% higher than the quote, even though they signed off on the additions.

3. Show deposit credit clearly

A "Deposit paid: -$3,393" line with the original deposit date prevents the customer from forgetting they already paid that amount.

4. Include a Stripe / payment link

A QR code or short link to a pay-by-card page accelerates payment by 7-14 days on average. Pass through the processing fee or absorb it — your call, but make payment fast.

5. Print the late-fee policy

Net-30 + 1.5% monthly late fee is enforceable when it's on the invoice. Verbal threats after the fact aren't.

FAQ

Should I send an invoice as PDF or HTML email?

PDF as an email attachment is industry standard. Many accounting workflows expect a downloadable PDF. The Stripe link can live in both the email body and on the PDF itself.

When should I send the invoice?

For service calls: the same day work's complete. For project work: per the payment schedule in the contract (progress draws + final). The longer you wait, the longer you'll wait to get paid.

Can I charge late fees?

Yes, if the late fee is documented in the original contract or on the invoice. 1.5% monthly is industry standard and enforceable in most states. Some states cap maximum late fees — check yours.

What about retainage?

On commercial and some residential work, the customer holds back 5-10% until project completion. Show retainage as a separate withhold line, not as a discount. Release retainage in a separate final invoice at substantial completion.

Does Vexor generate this format?

Yes — Vexor invoices include line-item detail, change orders, deposit credit, retainage, payment links, and Net-30 terms by default. Pick from 5 PDF templates for the look.

Skip the copy-paste

Vexor generates this template natively, attached to the customer and the job — with e-signature, automatic invoice flow, and the full audit trail.

Start Free Trial