Construction Invoice Template

The Construction Invoice Template necessary to bill a construction job is considered a staple in the billing process that many companies engage in to receive payment. By creating a paper trail a company ensures its ability to both keep track of its Clientele as well as the construction jobs where payment must be submitted. Additionally, since this paperwork will inform the Client of all charges due and when his or her payment should be made, it will aid in the timely collection of these funds.

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Bill To
Line Item

Construction Invoices: By Type

How to Write in PDF and Word

Download: Adobe PDF & Microsoft Word (.docx)

1 – The Construction Invoice On This Page Is A Downloadable Template

A Construction Client will want to see some documentation regarding the construction job you wish to collect payment for completing thus, download the Adobe PDF or MS Word version of the document displayed in the preview picture to issue an invoice to your Construction Client. You can save this template in either of these formats using either the “Adobe PDF” button or the “MS Word” button.


2 – Identify Your Construction Company As This Document’s Sender

Notice this document will have a header area on the left that requests the same items often found on a letterhead to be submitted. Each such item will have its own labeled line where it should be. To begin filling out this section, locate the words “Company Name,” delete these words, then substitute your own Construction Company’s name in their place. You will now provide the same information one finds on a basic business card to the top of this page. Naturally, this will start with your full name. Provide this on the first empty line. Continue filling out this area with your Construction Company’s “Street Address” on the next empty line. Complete your company’s business address by recording the Construction Company’s “City, State, Country,” then “Zip Code” utilizing the next two blank lines. The “Phone” number and “E-Mail” your Construction Company uses should be presented to this area as well. The last two blank lines will need this information entered on them to complete this area.


3 – Disclose The Invoice Number Assigned To The Construction Job

Your Construction Company should have a method of bookkeeping that includes assigning an invoice number to a job you intend to bill for. Thus, enter the invoice number your Construction Company has determined to define this billing process on the blank line labeled “Invoice #” along with the “Date” you wish this document to be active on the next line.


4 – Accurately Document The Construction Client And Job Requirements

While the above information can be considered a little background information in that it divulges who is sending this paperwork and how this paperwork should be referenced, the next area titled “Bill To” will begin the body of this invoice. Our first job here will be to fill in the full Name and Address of the Construction Client. The blank lines in this area are similarly labeled as the ones above so that the “Name” of the Construction Client and his or her “Street Address,” “City, State, Country,” and, finally, “Zip Code” will appear as a standard mailing label. Make sure this information matches the Construction Client’s information in your books exactly before proceeding.  You will notice two tables in the center of this page; “Material” and “Labor.” We will use this area to clearly present what the construction job entailed and how much must be paid to satisfy this invoice. Each table will also seek a basic breakdown of these charges which is considered a standard requirement for most industries. The “Material” table will present a predefined area where you can report what physical resources were used on the construction site for this job. Produce a material manifest in the “Description” column of this table. List each type of material you are billing for on a separate row. Moving across one row, place the “Quantity” of the material your reported that was used on the job site in the second column.  The cost for one unit of this material should be supplied in the third column. For example, if a wall composed of 1,000 bricks was constructed, report the cost of one brick in this column. Finally, you should perform a simple calculation for the Construction Client. Multiply each number in “Quantity” with the “Unit Cost” value in the next column. Make sure to only work across these rows (never down) to get this result. Report the result in the “Amount” column of the same row you worked with. Most Construction Clients will expect “Labor” charges to appear on their invoice. Thus, we shall move on to the second table. Here, satisfy the “Description” column by recording the dates, times, and/or contract number for the construction job being billed. Next, fill in the total number of “Hours” worked in the second column This should be the number of hours you (or an employee of the invoicing Construction Company) worked for the day or contract number you reported in the first column. Again, in this table, we shall supply the majority of information across rows. The next item of information you should supply to the “Labor” table is the “Hourly Rate” being charged for each hour an employee of the Construction Company worked on the reported job. Supply this rate in the third column. The “Amount” column of the “Labor” table also requires a minor calculation. For each row, multiply the number of “Hours” by the “Hourly Rate.”

Now, we must summarize these charges. This will require some basic addition. We will be working down the last column on this page – starting with the first table. Add all the numbers in each “Amount” column and present their total in their respective boxes (“Total Material” and “Total Labor”).  Add your “Total Material” to “Total Labor” and enter this sum in the “Subtotal” box. If the Construction Client must pay taxes on this job, report the exact dollar amount in the “Tax” box. Add your “Subtotal” result to the “Tax” amount you reported then, input this sum in the “Total” box.


5 – Clearly Define Your Payment Terms

Now, most Construction Companies will expect a timely payment submitted to satisfy the charges above. To this end, enter the number of days your Construction Company will wait to receive a payment before considering it delinquent on the blank space in the statement “Payment Is Due In…”  If your Construction Company has more information or payment terms the Client should know about then they should be recorded on the blank lines at the bottom of this page. Notice the section labeled “Comments Or Special Instructions” has been included for this purpose.


How to Write in Excel

Download: Microsoft Excel (.xlsx)

1 – Your Construction Client Can Be Billed With The Invoice Presented Here

When you are prepared to bill your Construction Client, download the excel template on this page to your machine. You may do so by using the link above these instructions or the “MS Excel” button in the caption area.


2 – Identify Your Construction Company And This Paperwork

You will have to make sure the Construction Client knows exactly who is generating this paperwork at first glance of this document. Notice the clip art in cell A1 of this sheet. Replace this with your Construction Company logo file. Ideally, you will want to use a standard image format for this file (i.e. jpeg, png, or tiff). Naturally, the Construction Client should see your company’s name in writing. Furnish the legal name of the Construction Company sending this invoice to the contents of cell A2. In addition to your Construction Company’s legal name, produce its legal business or mailing address to the contents of cells A4, A5, and A6. To do this, follow the placeholders provided by replacing them with the relevant information. Use the cells containing the placeholders “E-Mail” (A7) and “Phone” (A8) to give the Construction Client a more immediate method to contact your company. Once you have identified the Construction Company and yourself, you should take a moment to identify this paperwork. Do so by supplying its invoice number in cell F4. The invoice date will already be the current date. You can use any calendar date thus if you have a different calendar date for this invoice supply it in cell H4.

3 – The Construction Invoice Requires Information On The Client And The Job

The next segment of this Excel sheet will focus on providing the Construction Client with some standard documentation. First, we will address him or her directly in the “Bill To” section. Cell A11 (populated with “[Name]”) must have the Construction Client this invoice is directed to recorded. Next, enter the complete address where your Construction Client indicated he or she will receive this mail to the next block of cells. You will need to input the building number, street name, and unit number or P.O. Box to cell A12, then produce the city, state, and the country of this address in cell A13, then fill in cell A14 with the appropriate “Zip Code” to complete this task. The “Material” table will summarize the physical objects that were used for the construction job and any additional products the Construction Client will purchase. Begin by listing each such material or product (separately) to column A using the rows under the title “Description.” Next enter how much of each “Material” was used or ordered for this Construction Client in column F (titled “Quantity”) and the cost of a single piece or unit of material in column G (“Unit Price”). The “Amount” column multiplies the figures you entered when appropriate then sums them. Each row will reveal the total cost of that material while cell H13 will display the total costs for the construction materials being charged to the Client. Generally, most construction invoices will be considered incomplete (and inappropriate) if they exclude the “Labor” charges. To satisfy this requirement, we will attend to the second table of this sheet. Here, column A will accept a definition such as a calendar date and hours when the work was being done or a particular contract number that contains the information to define how the “Labor” charges are determined. Next, record the number of “Hours” and how much the Construction Client must pay for each hour worked. This information should be placed in column F and G respectively. This table will also produce results as you work. In addition to the calculations presented above, the final table near the bottom of this page is composed of only three cells (H13, H14, and H15). If any taxes will be owed for this construction job, then input them in cell H14.


4 – Instruct The Client On How To Pay For These Construction Charges

Notice the statement in cell A15. We will use the language here to give the Client a due date that is determined the moment he or she opens this document. Enter the number of days the Construction Client must make a timely payment after the words “…Due In.” Make sure to delete the “[#]” placeholder.

Lastly, give your Client home instruction as to how you prefer a valid payment to be made using the text area in cell A16