Free Contractor Invoice Templates (Excel)
What a contractor invoice needs to include
A contractor invoice needs more than a single total: your business and client details, an invoice number and date, the job or project it's for, itemized labor and materials, tax, and a clear amount due are the fields a client (or your own bookkeeping) actually needs.
This template's Contractor Invoice sheet has all of those fields already laid out - you fill in numbers, not structure, which also means every invoice you send looks consistent.
The companion Invoice Register tab means the invoice itself doesn't have to be your only record - every invoice you generate also gets logged with its amount and status.
Labor vs materials: how the auto-calculations work
Labor and materials are calculated separately because they behave differently: labor lines multiply hours worked by your hourly rate, while materials lines multiply quantity by unit cost, with an optional markup percentage applied on top.
The sheet gives you 8 labor lines and 10 materials lines per invoice - enough for most single-job invoices without cluttering the layout with unused rows.
Because the two sections total independently before rolling into the invoice subtotal, you (and your client) can see exactly how much of the bill is labor and how much is markup-adjusted materials.
Billing in stages: deposits and balance due
Many contractor jobs get billed in stages - a deposit up front, then the balance on completion - and this template's totals section reflects that: enter your tax rate and any deposit already received, and the balance due calculates automatically.
That means you're not manually subtracting a deposit from a grand total by hand on every invoice; the sheet keeps the math between subtotal, tax, deposit, and balance due consistent every time.
If a client pays in multiple installments, record each payment in your own notes or the register's status column so the balance due always reflects what's actually still owed.
Tracking every invoice in the register tab
The Invoice Register is a 100-row table: one row per invoice, with its number, client, date, amount, and status (Draft, Sent, Paid, Overdue).
The summary totals Outstanding (Sent + Overdue amounts) and Paid separately, so you can see your receivables at a glance without scrolling through every invoice individually.
Marking an invoice Overdue highlights the row so aging invoices don't quietly disappear into a long list - useful when you're following up on several jobs at once.
General contractor vs independent contractor invoicing
Whether you're a general contractor invoicing a property owner for a full job or an independent contractor billing for your own time and materials on someone else's project, the same labor/materials structure applies - you're just adjusting what goes in each section.
General contractors typically have more materials lines (subcontracted trades, supplies) relative to labor, while independent contractors and solo tradespeople often lean more heavily on the labor section.
Because the template doesn't assume either business type, you can use one invoice format across residential jobs, commercial subcontracting, or solo project work without switching templates.
How to use it
- Fill in your business, the client, and the job details.
- Add labor lines (hours x rate) and materials lines (quantity x cost, with optional markup).
- Enter your tax rate and any deposit received - the balance due calculates automatically.
- Log the invoice in the Invoice Register to track outstanding vs paid across every job.
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Construction Pack
If you also need certified payroll (WH-347), a multi-project WIP report, or crew manpower planning, the paid Construction Pack ($49) bundles all three in one file.
See the full versionFrequently asked questions
Can I use this contractor invoice template in Google Sheets?
Yes. Upload the file to Google Drive and open it with File > Save as Google Sheets. The labor, materials, and register formulas keep working.
How many labor and materials lines does the invoice have?
8 labor lines and 10 materials lines per invoice - enough for most single-job billing. For a larger job, split it across more than one invoice.
Does it calculate the balance due after a deposit?
Yes. Enter your tax rate and any deposit received, and the balance due calculates automatically from the subtotal, tax, and deposit.
Is it free?
Yes, in exchange for your email address. It's yours to use afterward with no further cost.
Can I add my logo or change the layout?
Yes, it's a standard Excel/Google Sheets file. Add a logo, change fonts, or adjust columns - just avoid deleting the formula cells.
What's the usage license?
Personal use or use within one business. It's not meant to be resold or redistributed as a template product.