Free Contractor Invoice Templates (PDF, Excel, Word)

What are contractor invoice templates?

A contractor invoice template is a reusable layout that already includes the fields you need to get paid: customer info, job details, line items, taxes, and payment terms. Instead of rebuilding invoices in Word or Excel, you fill in a template and send it by email or SMS.

• Works for one-off jobs and recurring maintenance agreements
• Helps bookkeepers and office staff stay consistent across techs and trades
• Makes it easy to graduate to automated invoice reminders later

Anatomy of a contractor invoice (what to include)

Copy/paste contractor invoice templates

Start with this text-based invoice template, then drop it into Word, Google Docs, Google Sheets, Excel, or your existing estimating/invoicing tool. Replace the placeholders with your info.

INVOICE

{{company_name}}
{{license_number}}
{{company_phone}} • {{company_email}}
{{company_website}}

Bill to:
{{customer_name}}
{{service_address}}
{{customer_phone}} • {{customer_email}}

Invoice #: {{invoice_number}}
Invoice date: {{invoice_date}}
Due date: {{due_date}}

Job description:
{{job_summary}}

Line items:
1) {{line_item_1_description}}      Qty: {{qty_1}}    Rate: {{rate_1}}    Amount: {{amount_1}}
2) {{line_item_2_description}}      Qty: {{qty_2}}    Rate: {{rate_2}}    Amount: {{amount_2}}
3) {{line_item_3_description}}      Qty: {{qty_3}}    Rate: {{rate_3}}    Amount: {{amount_3}}

Subtotal: {{subtotal}}
Tax: {{tax_amount}}
Discounts: {{discounts}}
Total due: {{total_due}}

Payment options:
Pay online: {{payment_link}}
See monthly payments: {{financing_link}}

Terms:
Payment is due {{terms}}. Late payments may be subject to a {{late_fee}} late fee.
Thank you for choosing {{company_name}}!

To build a spreadsheet version, turn the line item section into a table with columns for Description, Qty, Rate, Amount, then let the sheet calculate subtotals and taxes automatically.

Trade-specific contractor invoice template snippets

Swap in these line-item blocks so your invoices sound like the work you actually perform.

Line items (example):
• Diagnose no-cool issue — {{labor_hours}} hr @ {{labor_rate}}/hr
• Replace condenser fan motor (model {{model_number}})
• Refrigerant charge — {{lbs}} lbs @ {{rate_per_lb}}/lb

Job summary:
Replaced failed condenser fan motor and verified system operation.
Recorded pre/post refrigerant levels and checked temperature split.

Line items (example):
• Tear-off and disposal — {{sq}} squares
• Install architectural shingles — {{sq}} squares @ {{rate_per_sq}}/sq
• Ice & water shield / underlayment
• Flashing and ventilation upgrades

Line items (example):
• Diagnostic service call — {{labor_hours}} hr @ {{labor_rate}}/hr
• Replace water heater ({{capacity}} gallon) — parts + labor
• Haul away and disposal of old unit

Line items (example):
• Mowing and edging — {{num_visits}} visits
• Mulch install — {{yards}} yards
• Shrub trimming and cleanup

Line items (example):
• Panel upgrade 100A to 200A — labor + materials
• Install {{breaker_count}} AFCI/GFCI breakers per code
• Label all circuits, update grounding/bonding
• Permit and inspection fees included

Notes: All work performed to NEC 2023 code.
Warranty: 2-year labor, manufacturer warranty on parts.

Line items (example):
• Demo phase — remove cabinets, flooring, fixtures
• Rough-in — plumbing/electrical relocations
• Install {{cabinet_brand}} cabinets ({{count}} units)
• Install {{countertop_material}} countertops — {{sqft}} sq ft
• Install {{flooring_type}} flooring — {{sqft}} sq ft
• Paint — {{rooms}} rooms, {{coats}} coats

Change orders:
• CO #1: Additional outlet behind island — +${{amount}}

Notes: Customer-supplied appliances installed at no charge.
Permit #: {{permit_number}}

If you’re building your own contractor invoice templates in Sheets, keep these snippets in a hidden tab and copy/paste them as needed.

Email & SMS scripts to send invoices and reminders

Sending a clean invoice template is half the battle. The other half is the message that goes with it. Use these contractor-friendly scripts and tweak for your tone.

Email: sending the invoice

Subject: Invoice {{invoice_number}} for {{job_type}} at {{service_address}}

Hi {{first_name}},

Thanks again for choosing {{company_name}} for your {{job_type}}.

Attached is invoice {{invoice_number}} for the work completed at {{service_address}}.
You can view and pay securely online here:

{{payment_link}}

If you’d like to explore monthly payments instead of paying in full, use this link:
{{financing_link}}

If anything on the invoice doesn’t look right, just reply to this email and we’ll fix it.

Thank you,
{{sender_name}}
{{company_name}}

SMS: quick invoice link

Hi {{first_name}} — {{company_name}} here. 
Here’s your invoice for {{job_type}}: {{payment_link}}
You can also preview monthly payments here: {{financing_link}}

Optional reminder (manual)

Hi {{first_name}} — quick reminder from {{company_name}} about invoice {{invoice_number}}.
You can view and pay online here: {{payment_link}}
If you have questions or need a different date, just reply to this text.

When you’re ready to stop sending these manually, turn on Smart Invoice Reminders for Day 3/7/14/30 follow-ups that plug directly into your BuildFolio jobs.

From contractor invoice templates to AI-driven invoices

Templates are a great starting point. But as you grow, invoices should build themselves from your quotes, change orders, and job photos. That’s what BuildFolio is for.

Contractor invoice templates FAQ

Related Templates & Resources