Customize and download a construction invoice template for your business

As a contractor, you work hard to get paid. Make it easy on yourself (and your clients) with a professional, customizable construction invoice template.

What is a construction invoice used for?

A construction invoice documents and tracks the payment for work performed on a project. Consider it a formal request from a contractor to a client for the services rendered or materials supplied.

Whether you’re billing for a one-off project, such as a quick electrical job, or requesting payment for an ongoing renovation with multiple phases, an invoice for construction work helps ensure the contractor and the client are on the same page.

You can also customize our invoice template to:

• Manage subcontractors
• Stay on top of inspections and other post-construction requests
• Handle third-party construction support

Invoicing for independent contractors

An independent contractor is a person or a company that is hired to perform a specific task or job. In the construction industry, a contractor is typically responsible for managing a construction project and overseeing the work of subcontractors and other workers.

The construction invoice template can be used by:

• General contractors and construction managers
• Plumbers
• Electricians
• Landscapers
• Painters
• HVAC technicians
• Concrete contractors
• Carpentry
• Roofers
• Architects

How to create an invoice for construction work

If you're unsure how to create an invoice as a contractor or construction manager, our invoice template helps take all the guesswork out of it for you.

• Download the invoice template.
• Fill in your contact information. This includes your company name, phone number, email address, and company website.
• Add customer information. Include an email address and phone number as well as the name and department of your billing contact. A mailing address is optional.
• Fill out your invoice. Assign an invoice #, the date you send the invoice, and other important details. Independent contractors and construction business owners typically include the payment due date on every invoice.
• Provide invoice payment terms. List each payment method you accept, and include your invoice payment terms (such as net 30) and late payment policy.
• Update your invoice tracker. Stay on top of your payments by adding the invoice to your invoice tracker. If you don't have one yet, check out this guide to creating an invoice tracker for more organized finances.

Please note some industries may require mentioning specific terms and conditions on your invoice, so be sure to check the special requirements for your type of contractor or construction business.

Tip: With PayPal Invoicing, we’ll automatically help you calculate the due date.

What to include in a construction invoice and how to itemize it

Knowing what to include in your invoice is almost as important as knowing how to send an invoice to your clients. Start with these details and customize further to fit your client's or business needs.

• Contact information: The top of your invoice should include your company’s – as well as your customer’s – contact details, such as name, address, phone number.
• Service date: This is the actual date you performed the service.
• Work completed: Describe the services performed. This includes the hours spent and the rate per hour.
• Materials: Detail any products or goods that were purchased to complete the job.
• Description: Use this if you need to provide further detail to a client. Remember: The more information you provide, the fewer questions you will have to answer later from clients.
• Billing rate: This is the rate you're charging for the service, whether it's a flat rate, hourly, or pro-rated.
• Terms and conditions: State your payment terms and include any terms your business may have for late or early payments.
• Notes: This is an ideal place to thank your customer – or include any other personal touches.

You're ready to send your construction invoice once you've reviewed the information and are satisfied with how it looks. Keep an eye out for typos, and make sure you didn’t miss anything.

• Preview: Before you send, preview the completed template to see what your customers will receive.
• Send: If you’re emailing your bill, make sure to include a clear, descriptive, and accurate subject line. If you’re using PayPal Invoicing, you can simply click ‘Send’ to have PayPal send your invoice or you can select “Share link myself” to share the invoice link in your own email, text, or chat message. By adopting a digital invoicing process, you can say goodbye to clunky paper files and lost carbonless copies.
• Get paid: With PayPal Invoicing businesses get paid fast. In fact, 79% of PayPal invoices are paid within one day of sending the invoice¹.

Common mistakes to avoid when creating your invoice for construction

Invoicing is one of the most important steps of running any type of contractor or construction company. That’s why you want to avoid these common invoicing mistakes that can cause delays in payment and create unnecessary problems.

• Missing necessary information. A good invoice should include the date, a unique invoice number, the client’s name and contact information, service descriptions, the total amount due, and any payment terms or deadlines. Forgetting to include any of this information can cause payment delays or misunderstandings.
• Inaccurate or inconsistent information. Ensure all information on the invoice is accurate and consistent with other documents such as purchase orders, contracts, and delivery notes. Inaccuracies can cause disputes and create delays in payment.
• Late invoicing. Timely invoicing is crucial for receiving timely payment. Delaying invoicing can give clients the impression that you’re not serious about getting paid or you’re disorganized.
• Unclear payment terms. Be clear about your payment terms, including due dates, late fees, and acceptable forms of payment. Inconsistencies or unclear terms can lead to misunderstandings and disputes.
• Inconsistent formatting. Save time with PayPal’s invoice template. Customize it to suit your needs and use it when you’re ready to create and send an invoice.
• Lack of follow up. Follow up with clients if payment is not received within the agreed time frame. A friendly reminder can often encourage clients to pay promptly and avoid further delays.
• Not keeping accurate records. Keep accurate records of all invoices, payments received, and outstanding balances. This will help you track your cash flow and get ready for tax time.

Why PayPal invoicing is ideal for small businesses

When you leverage PayPal Invoicing, you can create an invoice in minutes from almost any device without downloading any software. Customize templates, turn estimates into invoices, and track the payment status of your sent invoices.

With PayPal, you can also offer your customers multiple payment options with seamless delivery via email, shareable link or QR code. It may even help speed up the billing process and lead to early payment. Start using PayPal Invoicing today by signing up for a PayPal Business account.