Construction invoice template you can fill in online
Reviewed in November 2026
A construction invoice bills a job stage by stage. It splits labour from materials, shows the work done this period and holds back retention. The generator above opens with the lines of a house framing job in dollars. Change the figures and download it as PDF or as an image for WhatsApp.
Construction invoice
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What it includes
- Contractor name, address, licence number and phone
- Invoice number
- Issue date and due date
- Billing stage and work to date
- Owner name, job number and site address
- Contract sum
- Lines: description with unit, quantity, rate, amount
- Work completed this period
- Retention held
- Sales tax, if any
- Amount due
- Payment instructions
- Notes and terms
Construction invoice: full text
CONSTRUCTION INVOICE
[Ridgeline Builders LLC]
[2210 Mesa Rd, Austin TX] · [License 48113] · [(512) 555-0147]
Invoice no.: [RB-2026-0112]
Issue date: [6 November 2026]
Due date: [21 November 2026]
Billing stage: [Progress invoice 2 of 4] · Work to [31 October 2026]
Bill to:
[Hollis Family Trust]
Job: [#2026-031] · Site: [18 Cedar Bend, Austin TX]
Contract sum: [USD 96,000.00]
Description Qty Rate Amount
[Site preparation and excavation, lump sum] [1] [3,800.00] [3,800.00]
[Concrete footings, per cubic yard] [14] [210.00] [2,940.00]
[Framing labour, per hour] [96] [58.00] [5,568.00]
[Lumber package, framing, lot] [1] [7,450.00] [7,450.00]
[Drywall hang and finish, per sq ft] [2,400] [2.10] [5,040.00]
[Dumpster rental, per week] [3] [425.00] [1,275.00]
Work completed [26,073.00]
Retention [10%] [-2,607.30]
[Sales tax, if any] [0.00]
AMOUNT DUE [USD 23,465.70]
Payment instructions
[ACH transfer] · Routing [number] · Account [number]
[Or check payable to Ridgeline Builders LLC]
Notes and terms
[Progress billing 2 of 4 for work completed to 31 October.]
[Retention released on final inspection.]
Payment is due within [15] days of the issue date.Lines a builder puts on the invoice
| Line | Unit | Qty | Rate (USD) | Amount (USD) |
|---|---|---|---|---|
| Site preparation and excavation | lump sum | 1 | 3,800.00 | 3,800.00 |
| Concrete footings | cubic yard | 14 | 210.00 | 2,940.00 |
| Framing labour | hour | 96 | 58.00 | 5,568.00 |
| Lumber package, framing | lot | 1 | 7,450.00 | 7,450.00 |
| Drywall hang and finish | sq ft | 2,400 | 2.10 | 5,040.00 |
| Dumpster rental | week | 3 | 425.00 | 1,275.00 |
Labour and materials sit on separate lines. Owners and lenders check each one against the contract schedule.
Keep the unit in the description. A rate per cubic yard reads differently from a lump sum.
Fields only a construction invoice carries
| Field | Why the owner looks for it |
|---|---|
| Job number | Ties the invoice to one site and one contract |
| Contract sum | The total agreed before work started |
| Billing stage | Progress invoice 2 of 4 tells the owner where the job stands |
| Work to date | The cut-off day for the work billed in this invoice |
| Previously billed | Stops the same work being paid twice |
| Retention held | The share kept back until final inspection |
| Change orders | Extra work the owner approved in writing |
| Contractor licence number | Many owners and lenders ask to see it |
Progress billing worked out
Ridgeline Builders bills the Hollis Family Trust for the second of four stages. The contract sum is USD 96,000. Retention is 10% of each progress invoice.
| Line | Amount (USD) |
|---|---|
| Work completed this period | 26,073.00 |
| Retention 10% held to completion | -2,607.30 |
| Amount due on this invoice | 23,465.70 |
| Billed to date, stages 1 and 2 | 47,810.00 |
| Contract balance still to bill | 48,190.00 |
The retention adds up across the four invoices. Ridgeline asks for it on a separate invoice after the final inspection.
Add sales tax only where your state taxes this kind of work. The tax field in the generator takes any name and rate.
Quotation first, invoice after
Most building jobs start with a construction quotation. The owner signs the scope and the price before the crew arrives.
Switch the generator to «Quotation» and keep the same lines. When the owner signs, switch back and bill each stage against those figures.
A change order gets its own quotation and its own invoice line. The owner sees the original contract and every approved extra apart.
Deposit, progress and balance on WhatsApp
Owners answer a chat faster than an email with an attachment. A kitchen remodel of USD 40,000 might move in three payments.
| Payment | When it is due | Amount (USD) |
|---|---|---|
| Deposit 20% | On signing the contract | 8,000.00 |
| Progress 50% | When cabinets are installed | 20,000.00 |
| Balance 30% | On handover and walkthrough | 12,000.00 |
Send the progress invoice with a short note the same day.
«Hello Mrs. Hollis, this is Dan from Ridgeline Builders. Progress invoice 2 of 4 for job #2026-031 is attached. Work to 31 October comes to USD 23,465.70 after retention. Payment is due by 21 November by ACH or check. Thank you.»
Follow up the morning after the due date if nothing has arrived.
«Hi Mrs. Hollis, progress invoice 2 for job #2026-031 was due yesterday. Could you confirm the day the ACH transfer goes out? Thanks.»
Fabrication and civil work bills
Steel fabricators and civil contractors use the same sheet with different units. Fabrication is billed by weight. Civil work is billed by measured quantity.
| Trade | Typical line | Unit |
|---|---|---|
| Steel fabrication | MS structure fabricated and primed | kg |
| Steel fabrication | Erection at site with crane | kg |
| Civil work | PCC 1:4:8 in foundations | cubic metre |
| Civil work | Brick masonry in superstructure | cubic metre |
| Civil work | Cement plaster 12 mm | sq metre |
| Finishing | Vitrified tile flooring laid | sq ft |
Attach the measurement sheet signed by the site engineer. The invoice quantity should match it line for line.
Mistakes that hold up a construction payment
- Billing materials not yet on site. Owners and lenders pay for what they can inspect.
- Leaving retention off the invoice. The owner deducts it anyway and the totals stop matching.
- Folding change orders into old lines. Each approved extra needs its own line.
- No job number. A developer with five sites cannot match the invoice to a budget.
- Work to date that runs ahead of the site. The inspection catches it and the payment stalls.
- Sending the final invoice before the punch list is closed.
Let Makatea chase the progress payments
Makatea sends the WhatsApp reminder a few days before each stage is due. It sends another one after the due date if the owner has not paid.
When a payment arrives, Makatea records it and the job balance updates. Retention stays visible as money still owed.
Upload your jobs from Excel. The first 14 days are free and need no card.
Free on Makatea: proforma invoice template · promissory note template · rent receipt template · free invoice generator
Frequently asked questions
Is this construction invoice template free?
Yes. Fill it in, download it and use it for every job. No account is needed.
What is progress billing?
It is billing a job in stages as the work gets done. Each invoice covers the work since the last one.
How do I show retention on an invoice?
Add it as a minus line under the work completed. Write the percentage and when it will be released.
Should labour and materials go on separate lines?
Yes. Owners compare each line with the contract. Separate lines also make change orders easier to price.
Can I send a construction invoice on WhatsApp?
Yes. Download the image and send it in the chat with the owner. Keep the PDF for email and lenders.
Is this a government e-invoice?
No. It is a commercial invoice for your own billing and collections. Government e-invoicing systems are issued in their own portal.
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