Free General Contractor Invoice Template & Generator
Generate general contracting invoices for renovations, new construction, and project management. Bill by phase or cost-plus.
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What does a general contractor invoice include?
A general contractor invoice covers project management, subcontractor work, materials, and labour, often grouped by phase or trade. Reference the project, the address, and the billing period, and show progress against the contract so the client can track spend across the whole job clearly.
Your invoice needs the specifics that prove you did the work and justify the cost. Include the project address, not just the client's billing address. Break down labor by trade and materials by category. If you are billing for change orders, reference the change order number and date it was approved. Most clients have someone in accounting who never visited the job site, so they need to match your invoice against the original contract and any approved changes.
Most residential jobs work on a draw schedule tied to completion percentages. Commercial work often follows AIA billing with applications for payment each month. Expect to put 10-20% down from the client upfront, then bill at defined milestones like foundation complete, framing complete, rough-ins done. Net 30 is standard but you can offer a 2% discount for payment within 10 days. Hold back your final invoice until you have signed lien waivers from all subs.
Always attach photos to your invoice for each completed phase. It takes five minutes but cuts payment delays in half because it stops the "but is it really done" questions before they start. The client's lender or internal approver can see the work happened without scheduling a site visit.
Typical line items
- Project management and supervision
- Subcontractor coordination by trade
- Materials procurement and delivery
- General labour
- Permits and inspection fees
- Equipment and tool rental
- Site cleanup and waste disposal
- Contingency or change orders
How the work is charged
General contractors often work to a fixed contract price billed in stages, or on a cost-plus basis where they add a management fee or percentage over actual costs. Some bill time and materials for smaller scopes.
Payment terms and deposits
Larger projects usually run on progress payments tied to milestones, often starting with a deposit. Retention may be held until the work is signed off, and net terms apply for commercial clients.
Tax and compliance
If you are registered for sales tax or VAT, show it on a separate line with your registration number. Licensing, permits, and tax on construction differ by jurisdiction, so confirm what applies to you.
Frequently asked questions
How do general contractors bill for projects?
GCs use fixed-price bids, cost-plus (costs + 10–20% markup), or time-and-materials. Large projects use progress billing tied to milestones. Always get a written contract before starting.
What should a general contractor invoice include?
Include project phase, work completed this billing period, materials purchased, subcontractor costs, permit fees, change orders, retainage held, and percentage of project completed.
What is retainage and should GCs include it?
Retainage is 5–10% of each payment held until project completion. It protects the client and ensures the GC finishes the job. Show retainage withheld and the running total on each invoice.
Related invoice templates
Read the complete invoicing guide to see how to fill out, number, and send an invoice that gets paid.
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