Construction invoice template

What goes on a construction invoice

Construction clients rarely pay from the invoice alone. A lender, an owner’s rep or an accounts payable clerk compares it with the contract, so make that comparison easy:

• Project name and address, plus the contract date or job number. Duebolt’s reference field holds it, and the client’s PO number if they gave you one.
• Which draw or billing period this is: “Draw 2 of 4” or “Work through October 31”.
• Work completed, phase by phase, in the same order and wording as your contract or bid.
• Change orders on their own lines, each with its number, so they can be matched with the signed change order.
• Pass-through costs such as permits, dumpsters and engineering, marked “at cost” if you don’t add markup.
• Your contractor license number if your state requires it on invoices or contracts. Put it in the notes.
• Payment terms and what you’re attaching: lien waiver, inspection sign-off, photos.

Progress billing and the schedule of values, in plain words

On a bigger job you don’t wait until the end to get paid. You bill as you go, and that is progress billing.

A schedule of values is the list you agree with the client at the start: the contract price split into parts (site work $12,000, foundation $18,900, framing $22,400 and so on). Each month, or at each milestone, you bill the part of every line you finished. Commercial projects often use the AIA G702 and G703 forms for this, which is where the phrase “AIA-style billing” comes from.

Duebolt is a line-item invoice, not a pay-application tool: it doesn’t track percentages from month to month. For residential draws and small commercial jobs that’s often enough. Write each phase as a line, put the percentage in the description (“Framing, 60% complete”) and the amount for this period as the price. Keep your running schedule of values in a spreadsheet next to it.

Retainage, deposits and lien waivers

Retainage (also called retention) is money the client holds back from each payment, often 5–10%, and releases when the job is finished and punch-list items are done. It protects the owner if you walk off the job. Some states limit how much can be held, so read your contract and your state’s prompt payment rules.

There is no retainage field in Duebolt. Bill the period’s work at full value, then write in the notes how much retainage is withheld and the net amount you expect, for example “Less 10% retainage $2,289; net due $20,601”. At the end of the job, send one invoice titled “Release of retainage” for the total held.

Lien waivers are short forms saying you’ve been paid (or will be, once the check clears) and give up lien rights for that amount. Many lenders won’t release a draw without one. Send a conditional waiver with the invoice, and an unconditional one after the money lands.

Typical construction line items

For a small general contractor or remodeler, these lines cover most invoices:

• Mobilization and site setup: $2,500–$5,000
• Demolition and haul-off: by scope, often $4,000–$9,000 for a room addition
• Excavation and footings: by scope
• Framing labor: $8–$15 per sq ft of floor area
• Rough electrical or plumbing (subcontracted): at the sub’s price plus your markup
• Drywall hang and finish: $2.50–$4.00 per sq ft
• Dumpster, 20-yard: $550–$750 per haul
• Portable toilet: $150–$200 per month
• Permit and inspection fees: at cost
• Project supervision: $1,500–$2,500 per week
• Change orders: one line each, with the number