Contractor invoice template for United States

Contractor and trades invoices need to show labour, materials and any deposit clearly, because clients often compare them with the quote. This template is set up for United States: USD currency and the right tax label. The United States has no federal VAT, so invoices carry either no tax or a state sales tax, depending on your state and what you sell.

Open this template in the generator

Free, no account. Your data stays in your browser. Download as PDF.

Example contractor invoice in USD

Description	Qty	Rate	Amount
Labour: bathroom tiling (hours)	16	$45.00	$720.00
Materials: tiles and adhesive	1	$380.00	$380.00
Skip hire	1	$120.00	$120.00
Subtotal			$1,220.00
Total			$1,220.00

In this sample the total is $1,220.00 with no tax added. If sales tax applies to your work, enter the rate in the tax field. Sample figures only.

What a United States invoice must include

Your business name, address, phone or email
The client's name and billing address
Invoice number, invoice date and due date, for example net 30
A clear description of goods or services, with quantity and rate
Sales tax shown as a separate line when it applies, at the right state or local rate
Payment instructions, such as ACH, wire, check or card, and any late fee terms

What a contractor invoice should show

Job address and a short description of the work completed
Labour as hours and hourly rate, or a fixed price per task
Materials listed separately, with receipts kept on file
Any variation to the original quote, with the reason
Deposit or stage payments already received
Your licence or registration number where required locally, and payment terms

Getting paid in United States

Common ways to pay are ACH bank transfer, wire, check or card payment. Typical payment terms: net 15 or net 30. Late fees apply only if they were agreed in advance, so state them in your contract and on the invoice.

Mistakes to avoid

One lump sum with no breakdown, which invites disputes.
Not recording changes the client asked for during the job.
Charging sales tax on services that are exempt in your state, or missing tax on items that are taxable. Rules vary by state.
Not collecting a W-9 from a contractor before paying them.

Practical tips

On bigger jobs, use stage invoices: deposit, progress payment, final payment. Refer to the quote number on each invoice so the client can follow the history.

Sales tax in the US is set by states, counties and cities, and whether it applies to services differs a lot. Check your state's department of revenue before adding tax, and register where required. If you pay independent contractors, collect a Form W-9 first.

Frequently asked questions

Should I invoice materials separately?

Yes, in most cases. It is transparent for the client and easier for your bookkeeping. Add a markup only if it was agreed in the quote.

How do I invoice a job in stages?

Create one invoice per stage, reference the quote number, and show payments already received on each new invoice.

Do I need to charge sales tax on an invoice in the US?

It depends on your state and what you sell. Many states tax physical goods but not all services. Check your state's tax authority.

What are net 30 terms?

Net 30 means payment is due 30 days after the invoice date. It is a common default for business invoices.

Related templates

Last reviewed: October 2026. This page is general information, not legal, tax or accounting advice. Rules and rates change, so check the IRS and your state's department of revenue before relying on it.