How to Write a Construction Invoice

To write a construction invoice, include all project details, from labor and materials to taxes and payment terms. Clear, detailed invoices ensure faster payments, minimize client disputes, and help construction companies maintain steady cash flow.

Add Your Business and Client Information

To start your construction invoice, include both your company and client details at the top. This ensures the invoice is clearly attributed and can be used for accounting and tax purposes.

Include the following:

• Your business name, logo, and contact details (address, phone, email)
• Client’s name or company name and contact details
• Project name or address
• Invoice date and unique invoice number

Example:

Provide a Detailed Breakdown of Work

Break down your services and materials clearly to avoid disputes and ensure clients understand what they’re paying for.

Your breakdown should include:

• Labor costs (with hourly rate and hours worked)
• Material costs (with quantities and unit prices)
• Equipment rentals (if applicable)
• Subcontractor charges (if applicable)

Example table:

Include Taxes, Discounts, and Additional Fees

Add any applicable taxes or discounts to your total. If there are delivery charges, permit fees, or cleanup costs, list them separately for transparency.

Example:

• Subtotal: $7,400
• Sales Tax (8%): $592
• Permit Fees: $150
• Total Due: $8,142

Specify Payment Terms and Due Dates

Clear payment terms protect your business and set expectations. Include the payment deadline, accepted payment methods, and any late payment fees.

Example payment terms:

• Payment due within 30 days of invoice date
• Late fee of 2% per month for overdue payments
• Accepted payment methods: ACH, credit/debit cards, or checks

Including these terms helps ensure clients pay on time and reduces cash flow delays.

Add Notes and Project Details

Add a “Notes” or “Additional Information” section for project-specific details, warranties, or clarifications about materials and workmanship. This builds client trust and ensures transparency.

Example notes:

• “All materials are guaranteed for one year from the date of project completion.”
• “Final payment due upon completion of roofing inspection.”

Review and Send Your Invoice

Before sending, double-check that your totals, tax calculations, and client details are accurate. Mistakes can delay payments or create confusion. Send the invoice via email or through your billing platform to speed up processing.

Create and Send Construction Invoices Effortlessly with DepositFix

DepositFix makes it easy for construction businesses to create, send, and track invoices online. With the DepositFix’s free invoice generator, you can:

• Generate professional invoices in minutes
• Accept secure credit card or ACH payments directly
• Set up automated reminders for overdue payments
• Sync payment data with your CRM or accounting system

With DepositFix, you spend less time chasing payments and more time building your business.