Guide · Invoices
Contractor invoice template: what to include
A template you can copy today, and the fields that make an invoice get paid.
A contractor invoice needs your business name and contact details, the customer's name and the job address, an invoice number and date, itemized labor and materials, the total due, the due date, and how to pay. Put a payment link on it, and send it the day the work is done.
Download the template
Download the Word template (.docx)
One page, US Letter: your business, bill-to, invoice and due dates, eight line items, tax, deposit received, amount due, how to pay, and notes. Opens in Word, Google Docs or Pages.
Or copy this template
[Your business name] [Phone] · [Email] · License #[number, if your state requires it] INVOICE #0001 Date: [date] Due: [date] Bill to: [Customer name] Job address: [address] Description of work: [One plain line] ITEM QTY PRICE TOTAL Labor: [what you did] [hrs] [rate] [amount] [Material] [qty] [price] [amount] [Material] [qty] [price] [amount] Subtotal [amount] Tax ([rate]%) [amount] TOTAL DUE [amount] Pay by: card, bank transfer, [Zelle / check, if you accept them] Payment link: [link] Notes: [Warranty, exclusions, thank you]
Fields every invoice needs
- Your business name and contact details, plus license number where required.
- The customer and the job address.
- An invoice number. Sequential numbers, never repeated, make bookkeeping and disputes easier.
- The invoice date and the due date.
- Itemized lines. Labor and materials separate, with quantity and price.
- Tax and the total due.
- How to pay. The easier it is, the faster it happens. A link that takes card, Apple Pay or bank transfer beats "mail a check".
Payment terms that get you paid
- Due on receipt is common for residential repair jobs: the customer pays when they get the invoice, ideally before you've left.
- Net 7 or net 14 gives a short window for customers who pay by check or through accounts payable.
- Deposits for larger jobs get materials paid for and show the customer is committed.
Whatever you choose, write it on the invoice. Late-fee rules vary by state, so check yours before you add one.
Send it from your phone
An estimate you've already written should become the invoice with one tap, with the same lines and no retyping. In Settle, the approved estimate converts to an invoice, you text it from your own phone with a PDF and a link, and your customer pays by card, Apple Pay or bank transfer from that link. The money goes straight to your own Stripe account, and you see "Viewed" and "Paid" next to the job.
Questions
Is there a free contractor invoice template?
Yes, the one above is free to copy. Settle's free plan also builds unlimited invoices on your phone with no cap on how many you send.
Should an invoice include my license number?
If your state requires it, yes. Requirements differ by state, so check your state licensing board. Settle prints the license number you enter on every estimate and invoice.
When should I send the invoice?
The day the work is finished, ideally before you leave. Customers pay fastest while the work is fresh.
This guide is general information, not legal or tax advice.
Send your invoice from your phone.
Free on iPhone. Unlimited estimates and invoices. 7 days of Pro to try the voice drafts, and you cancel in two taps.
Download on the App StoreiPhone, iOS 17 or later. Questions? Text Nina: (818) 945-9686