Invoice generator for contractors and trades
Trade invoices get queried more than almost any other kind, and nearly always over the same two things: what the labour actually covered, and why the materials cost what they cost. Itemising both is what stops a query becoming a delay.
Open the generator with labour and materials line items ready to edit.
Create a contractor invoice →Free, no sign-up, and nothing you type is sent to a server.
What to put on a contractor invoice
- The job and site address — especially if you run several jobs for the same client or letting agent. The property address is often what the client files the invoice against.
- Labour, with hours and rate visible — or a fixed price for the agreed work. If several people were on site, or the work spanned multiple days, break it out. "Labour — $2,400" invites a phone call; "Labour, 2 operatives × 12 hours @ $100/hr" does not.
- Materials, itemised and at cost — with a note that receipts are available. If you apply a markup on materials, that should have been agreed up front and should be visible rather than buried inside the unit prices.
- Call-out or assessment fee — if you charge one, and whether it is credited against the job when the work goes ahead. Ambiguity here is a common source of friction on small jobs.
- Plant and equipment hire — scaffolding, skips, specialist tools, access equipment. These are often the largest single line and are worth showing separately so the client can see it is a pass-through cost.
- Variations — any work outside the original quote, referenced to when and by whom it was approved. This is the single most disputed part of a trade invoice. A dated, named approval on the line makes it close to unarguable.
- Waste disposal and making good — small lines that are easy to forget and awkward to add afterwards.
How contractors usually bill
- Fixed price against a quote — the client knows the number in advance, which is why most domestic clients prefer it. Your margin depends entirely on how well you scoped it, and on variations being properly captured.
- Time and materials — hourly or day rate plus materials at cost. Fairer on jobs where the scope genuinely can't be known until walls come down, but it requires disciplined record-keeping to survive scrutiny.
- Progress or stage payments — for anything running longer than a couple of weeks. Bill on completed stages (first fix, second fix, completion) or on an agreed schedule, so you are never financing the client's project out of your own working capital.
- Deposit plus balance — standard for jobs with significant material costs up front. A deposit covering materials is normal and reasonable to insist on.
Payment terms for trade work
Shorter than most other trades, and rightly so — you have usually already paid for the materials. Net 7 or payment on completion is common for domestic work; Net 30 is more typical for commercial clients, main contractors and letting agents.
For larger commercial jobs, be aware that construction payment is often governed by specific statutory rules covering payment notices, deadlines and the right to suspend work for non-payment. These vary considerably by country and can override whatever terms you print. If you work on sizeable commercial contracts, it is worth getting proper advice on what applies to you — this guide is general and is not legal advice.
One practical habit: photograph completed work and keep material receipts attached to the job. When an invoice is queried weeks later, evidence gathered at the time resolves it in a single reply.
Contractor invoicing questions
Should I charge a markup on materials?
Many contractors do, to cover the time spent sourcing, collecting and warranting them. It is entirely legitimate — but agree it in the quote rather than applying it silently. A client who later prices the same materials online and finds a difference they were not told about will query the whole invoice, not just that line.
How do I invoice for extra work the client asked for on site?
As a clearly labelled variation, with the date and the name of whoever approved it. Ideally confirm variations by text or email at the time — a one-line message saying what it is and what it will cost takes a minute and prevents most disputes.
What if the client won't pay the final invoice?
Send a written reminder with the invoice attached, then a formal demand setting a deadline. Depending on where you work you may have a statutory right to interest, and for construction work possibly a right to suspend. Withholding certificates, keys or documentation instead can put you in breach — take advice before going down that route.
Do I need to show tax separately?
If you are registered for VAT, GST or sales tax, then generally yes — and your registration number usually has to appear too, or the client cannot reclaim it. Some jurisdictions also apply special schemes to construction work specifically. Check with your tax authority.
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