Billsmith

Free contractor invoice template

Bill labor, materials and dumpsters on one clean invoice, with your license number where the law wants it. Download the PDF in a minute. No sign-up, and nothing leaves your device.

VAT, CIS and the reverse charge worked out to HMRC’s own rules and examples. Sales tax worked out to the cent, on US Letter paper. Your currency and your tax rate, on A4 paper.

From

Bill toPrepared forReceived from

The job

Amount due £0.00

Number and dates

Payment received

NotesTermsNotes

Logo and colour No logo

PNG or JPG. It stays on your device.

Nothing saved yet

Amount due£0.00

What a contractor invoice needs

The basics

  • your business name, address, phone and license number
  • the client’s name and the job address
  • an invoice number, the date and a due date
  • the estimate or contract it bills against, and which payment this is
  • labor, materials and other costs on separate lines
  • sales tax only where your state taxes it, then the total due

Your license number, state by state

  • California: on all contracts, subcontracts and bids, and CSLB treats a proposal as advertising, which needs it too.
  • Florida: on every offer of services, business proposal, bid and contract (s.489.119).
  • Arizona: on written bids and estimates, preceded by “ROC” (A.R.S. 32-1124).
  • Texas: electricians, plumbers and HVAC contractors have their own rules; see the electrician, plumbing and HVAC templates.

Put it in your business details once and it prints on every invoice and estimate.

Sources: CSLB advertising guidelines, Florida s.489.119, A.R.S. 32-1124

Deposits and progress payments in California

On a home improvement contract the down payment can be no more than $1,000 or 10% of the contract price, whichever is less, and later payments cannot run ahead of the work and materials already delivered. Any change to the job needs a written change order, signed before the work changes.

Sources: CSLB: home improvement contracts, CSLB Industry Bulletin 22-14

Progress billing that gets paid

Bill each stage against the same estimate number and say which payment it is, for example “progress invoice 2 of 3”. If the client holds back retainage, show it as its own line so the release is easy to claim at the end. Attach signed change orders to the invoice that bills them.

Billing a business: W-9 and 1099-NEC

A business that pays you $2,000 or more in a year for payments made after December 31, 2025 files a Form 1099-NEC, and it will ask for your Form W-9 first. Sending a W-9 with your first invoice to a new business client stops the payment being held up.

Sources: IRS: Form 1099-NEC, IRS: Form W-9

Contractors in the UK

Billing another contractor for construction work? The Construction Industry Scheme probably applies, and VAT may be under the reverse charge: use the CIS invoice template. Billing a householder: a normal UK invoice.

Rules checked against the official sources linked above on October 19, 2026. Example prices are illustrative. This is general guidance, not legal or tax advice.

Questions

Do I have to put my license number on an invoice?

It depends on the state. California requires it on contracts, bids and proposals; Florida on offers, proposals, bids and contracts; Arizona on written bids and estimates; and in Texas, electricians, plumbers and HVAC contractors have their own invoice rules.

How much can I ask for upfront in California?

On a home improvement contract, no more than $1,000 or 10% of the contract price, whichever is less. Later payments cannot run ahead of the work done and materials delivered.

Should I send a W-9 with my invoice?

If your client is a business that will file a Form 1099-NEC for what it pays you, it will ask for one. Sending it with the first invoice avoids a delay.

Is this contractor invoice template free?

Yes. Make as many invoices as you like. The PDF is built in your browser and never sent to us.