A general contractor invoice is a document that outlines the details of the work completed, materials used, labor hours, payment terms, and any additional costs, ensuring that both contractors and clients have a clear record of all transactions. For general contractors managing multiple subcontractors, timelines, and budgets, an invoice serves as a structured way to track income, document progress, and maintain accountability.
Beyond helping contractors get paid on time, a well-prepared invoice reduces disputes, simplifies bookkeeping, and strengthens client relationships through professionalism and clarity.
A clear billing document turns hours and materials into a formal request that speeds payment and cuts disputes. You use this document to list itemized costs for labor, materials, taxes, and a final balance. That clarity helps clients approve charges and helps you get paid on time. Late payments cost the U.S. construction industry an estimated $208 billion in 2022; 49% of contractors waited more than 30 days for payment.
Including unique numbers, accurate dates, and defined due dates creates an audit trail. Add an approval or signature area and reliable contact details to reduce questions and speed payment processing.
Tip: Use DepositFix’s free invoice generator to standardize your billing, reduce errors, and ensure all required fields are present and formatted correctly.
An effective billing form ties every cost to a job so clients can approve charges fast. Start with clear company details at the top: name, address, phone, email, and logo. Add the client’s full name and contact information so the bill reaches the right decision-maker.
Show a unique number and the invoice date to track records and start the payment window. Include project start and end dates so the client matches the charge to the work performed.
Provide a concise job description and list services. Break out materials with description, quantity, unit rate, and totals. Show labor with a brief description, hours, and hourly rate.
State the due date, accepted methods, any deposits, and progress schedules. Display subtotal, tax, and grand total. Add a payable-to field and a customer signature line to speed authorization.
With DepositFix’s Free Invoice Generator, you can easily build professional general contractor invoices that reflect your work, expenses, and payment terms, without needing accounting software. Here’s how to structure your invoice for maximum clarity and efficiency:
Break each billing line into clear groups so reviewers can scan charges by category. Clear sections cut confusion and speed approval. Use a consistent layout so each amount maps to the right job entry.
List the role (for example, site supervisor), a short description of work, the number hours per task, and the hourly rate. Show hours worked and extended totals so clients see how effort translates to cost.
For materials include a short description, the quantity, unit cost, and the line amount. Group similar items or phases to keep the list readable while still giving enough detail to verify receipts.
Capture permits, equipment rentals, deliveries, and travel. Add notes for change orders and any markup so the final costs reflect approved adjustments.
Tip: Build this structure in your template so category subtotals auto-calculate and each section stays consistent across invoices.
Totals tell the story: clear subtotals, correct tax, and one bold final figure. You should separate costs so each category can be verified before you combine them into a main subtotal.
List labor, materials, and miscellaneous as distinct subtotals. That makes it easy to spot errors in hours, unit rates, or extended amounts.
DepositFix’s template auto-calculates these category subtotals when you enter roles, number hours, and unit prices.
Apply the tax rate tied to the project location and the taxability rules for labor versus materials. Sales tax rules vary by jurisdiction, so correct rates avoid undercharging or overcharging.
Add a short note explaining how sales tax was applied across categories for audit readiness.
Show a grand total that combines subtotal plus tax so the client sees the total amount at a glance.
Then subtract deposits or prior payments to display the current amount due. Clearly label the due date and accepted payment methods next to the totals to encourage on-time payments.
Use DepositFix’s invoice template to automate tax, subtotal, and total calculations and reduce manual errors.
Add a few professional touches that make payments smoother and reduce client questions. Clear descriptions, visible signature fields, and complete contact details all shorten review cycles and lower disputes.
Write concise line descriptions so clients instantly see what was delivered. That clarity cuts back-and-forth and helps approvals.
Include a customer authorization area and your signature field to formalize acceptance. Signed authorization limits later disagreements about scope or costs.
Display your company contact information prominently and add a secondary contact for quick follow-up. Fast responses keep projects moving and speed payment.
Use a predictable numbering system that links each billing to a single project and date range. Sequential numbers make reconciliation and lookup simple.
Store copies and supporting documents securely so client information stays protected. Organized records help during tax season and audits.
Timing your billing around completed work and materials deliveries speeds client approvals and improves payments. Send a deposit request before work begins, bill progress at agreed milestones, and issue the final billing at project end.
Request an upfront deposit to secure scheduling and cover materials. Then send progress bills at milestone completions so each stage is paid as work advances.
At the end of the project, deliver the final invoice promptly, ideally within 48 hours of confirming the last services and hours. Use a consistent template from DepositFix to keep format and totals predictable for clients.
Send short, polite reminders when a payment date passes. Start with a friendly note, follow with a firmer request and new date, then outline next steps if payments remain overdue.
Track sent dates, due dates, and responses so your follow-ups arrive at the right time without overwhelming clients. Build and send each document from DepositFix to save time and maintain a consistent billing format.
See DepositFix in action:
A well-structured general contractor invoice reinforces your professionalism, builds client trust, and keeps your projects financially transparent. Include every essential detail, from line items and taxes to signatures and payment terms, to create a clear record that protects both your business and your clients.
Using DepositFix’s free invoice generator makes this process effortless, allowing you to produce consistent, accurate, and branded invoices in minutes. Whether you’re managing multiple subcontractors or billing for a single project, a polished general contractor invoice ensures faster approvals, fewer disputes, and smoother cash flow, helping your construction business operate with clarity and confidence.
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