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Free General Contractor Invoice Template

Short answer

A general contractor invoice bills the stage just completed, adds approved change orders and allowance differences, and shows the paid to date and balance due.

On a project billed in stages, every invoice is a progress report. The client should be able to see which stage it covers, what the full contract is worth, what has been paid so far and what remains, without opening a spreadsheet. Change orders and allowance adjustments are where trust is won or lost, so they belong on the invoice as named lines that match what the client already approved, not as a quietly larger total.

Sample general contractor invoice

Copy the text, print it, or fill it in online with your own business details, prices and logo. The business and client below are made up.

Stonebridge Builders

[Street address, city]
[Phone] · [Email]

Invoice

Number
INV-1042
Date
Oct 24, 2026
Due date
Nov 3, 2026
Reference
Quote Q-1042

Bill to

Elena and Tom Haverford

[Client address]

Job

Bathroom remodel, second floor

Example prices: replace with your own

DescriptionQtyAmount
Demolition and removal of existing bathroom fixtures and tile1 stage× $1,400.00$1,400.00
Dumpster rental and disposal1 week× $450.00$450.00
Plumbing rough-in and fixture connection (subcontractor)1 stage× $2,600.00$2,600.00
Electrical: fan, lighting and outlets (subcontractor)1 stage× $1,350.00$1,350.00
Cement board, waterproofing and tile installation85 sq ft× $22.00$1,870.00
Vanity, toilet and shower valve (allowance)1 allowance× $2,200.00$2,200.00
Drywall, prime and paint1 stage× $950.00$950.00
Project management and site supervision3 week× $600.00$1,800.00
Building permit (as charged by the local authority)1 fee× $380.00$380.00
Subtotal
$13,000.00
Tax (example rate 6%)
$780.00
Total
$13,780.00
Deposit paid
−$2,756.00
Balance due
$11,024.00

Payment due within 10 days, by Nov 3, 2026. Pay by card: [payment link] · Bank transfer: [account details]

  • Stage 2 of 4. Contract total including approved change orders shown below.
  • Change order CO-03 (heated floor) approved by the client before work began.
  • Final payment is due after the walk-through and completion of the punch list.
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What to include in a general contractor invoice

  • Which stage this invoice covers

    Name the stage ("Stage 2: rough-in, passed inspection") and the date it was completed.

  • Contract summary

    Original contract value, approved change orders, revised total, paid to date and the balance after this invoice.

  • Change orders by number

    Each approved change as its own line with its reference, so the client can match it to what they agreed.

  • Allowance adjustments

    Where a client choice cost more or less than the allowance, show the difference as a line.

  • Retainage, if you agreed any

    If the contract holds back part of each payment until the end, show the amount held and when it is released.

  • Due date and how to pay

    A short, specific term and the payment methods, so the next stage is not delayed by a late payment.

How to write a general contractor invoice, step by step

  1. Confirm the stage is complete

    Invoice once the stage is done and, where relevant, inspected, so the client can see what they are paying for.

  2. Pull in approved change orders

    Add every change approved since the last invoice, each with its reference and price.

  3. Apply allowance differences

    Compare each selection with its allowance and add the difference as a credit or a charge.

  4. Update the running totals

    Show the revised contract total, payments received and the balance remaining after this invoice.

  5. Send it with a short note

    One or two sentences on progress and what happens next helps the payment arrive before the next stage starts.

Payment terms and getting paid

Short terms suit stage invoices, because the next stage often depends on the last payment. Seven to ten days is common, and some contracts say work pauses if a stage payment is overdue. Whatever you choose, write it into the original quote so the client agreed to it at the start.

The final invoice should follow the walk-through and punch list, and say clearly that it closes the contract once paid. Rules on retainage, lien notices and final payments differ widely, so check the rules where you work.

Frequently asked questions

How do I invoice for progress payments?
Send one invoice per stage, each showing the stage completed, the full contract value, approved changes, the amount paid so far and the balance. The running totals stop disagreements before they start.
Should change orders be on a separate invoice?
They can be, but most contractors add approved change orders to the next stage invoice as separate lines. Either way, each one should carry the reference and price the client approved.
What if the client disputes an allowance overage?
Point to the allowance on the quote and the selection the client made, ideally with the supplier price. This is why allowances need to be labelled clearly from the first quote.

More templates and guides

Pricing a new job? Start with the matching quoteFree General Contractor Quote Template

Templates for related trades

Further reading

Send it as a branded invoice your client pays by card

i-quote sends the invoice in your brand with a Pay button, card payments go to your own Stripe account, and automatic reminders go out before and after the due date. The Free plan includes 3 invoices and 3 quotes a month.

Start freeSee how it works