Labor and Materials Invoice Template available below serves as an administrative tool when a Business or Contractor intends to initiate contact with a Customer regarding an amount owed for the services and merchandise (or supplies) needed by that Customer. As a template, the invoice provided consists of several sections set to deliver the information you wish to present. Once a bookkeeping department or accounting department begins utilizing such a template, a smoother invoice process can be achieved. This can save quite a bit of time in an entity’s day-to-day operations and promote good record-keeping (a staple in many successful businesses). It should be noted that a few file versions have been made available, so it is recommended that you evaluate your software environment to obtain one that you can open and edit onscreen. If you prefer to work on paper, you may also print this template directly from the browser as an Adobe PDF file.
How to Write in PDF and MS Word
Download: Adobe PDF & Microsoft Word (.docx)
Step 1 – Issue Your Customer An Invoice For Materials And Supplies With This Paperwork
A few options for accessing your invoice from this page are available. For our current goal, select either a “Word” or “PDF” version of this paperwork through the buttons coupled with the image on this page or the similarly designated “Microsoft Word (.docx)” or “Adobe PDF” links placed directly above.
Step 2 – Introduce Your Company As The Vendor Or Service Provider Behind This Document
Our invoice begins with the legal name of the Service Provider, Business, or Contractor expecting a payment response to this paperwork. The textbox found in the top left portion of the invoice will call for this entity’s legal business identity. Input this “Company Name” as a replacement for the current wording. 
Produce the “Name” of the Business Representative (i.e. Employee, Owner, Contractor) who will coordinate with the Customer when receiving the payment The mailing address maintained by the Vendor, Business or Contractor should be included in this area for the benefit of the Customer. Two lines have been placed to display this address, satisfy the request made by each one’s label with the “Street Address” (building number/street/suite number) and “City, State, Country” of this mailing address.
Separately record the “Zip Code” on the next line.
Deliver the “Phone” number and the “E-Mail” address where the Customer would be able to reach the Vendor, Business, or Contractor to the contents of the last two lines of this portion of the page.
Step 3 – Report The Filing Number You Will Use To Follow This Paperwork’s Progress
The record number that shall be used to track this document’s progress in the payment process is a necessary piece of information and should be provided as a consideration for the Customer. The “Invoice #” line on the left-hand side of this page is reserved for this information. 
The right side of this page contains a vacant line labeled “Date.” This blank line expects an entry of the calendar date when the invoice you are currently working on will be officially active or live.
Step 4 – Declare The Intended Recipient’s Identity
The Customer held responsible for payment of the physical products and work concerning this invoice will begin the next part of this document. You shall start the billing process by naming the Client or Customer on the blank line labeled “Name.” 
The empty lines carrying the labels “Street Address” and “City, State, Country” refer to the Customer you just addressed. Furnish these address lines accordingly. Report the Customer “Zip Code” on the last line.
Step 5 – Price All Materials Being Charged To Your Customer
The “Materials” portion of this invoice will be the focus of our next text. The table below the Customer’s identity and mailing address has been designed for the presentation of the products, supplies, merchandise, or otherwise tangible items the Customer has ordered. In nearly all States, most tangible objects sold will require a sales tax. This table will focus on presenting the base charge for the “Materials” and will not handle the subject of taxes. There will be an opportunity for this later. For now, give a manifest of all the physical products/supplies the Customer has agreed to pay for in the “Description” column. 
After producing a list of items requiring the Customer’s payment, document precisely how many products/supplies will be paid for in the second column (titled “Quantity”) Make sure to keep this number on the same row as the products or the supplies that you are reporting on. The “Unit Cost” or the price of an individual item being listed is the next table requirement and should be recorded in the third column. Lastly, you must fill in the “Amount” column with the total dollar “Amount” payable by your Customer for the “Materials” being paid for. This should be done on a row by row basis and requires that the figure for an item’s “Quantity” be multiplied with the dollar value of that item’s “Unit Cost.” Perform this calculation placing the resulting figure as a dollar “Amount” in the final column. Locate the last field of the “Materials” table. In “Total Material,” the sum of all amounts is a required entry you must satisfy.
Step 6 – Report On The Billable Labor
Now that we’ve made a proper display of the products/supplies that were ordered in this invoice, a formal timesheet or a basic record of the logged hours should be produced. The “Service” table on this page will enable a clean presentation of this information by splitting it across four columns. You must consult your records for the first three columns and perform a calculation for the contents of the last one. Start this process by delivering either the work shifts or the contract title that requires payment in the “Description” column. 
Two more items of information should accompany the information you just furnished. The number of “Hours” the Vendor, Business, or Contractor spent working the described shift or contract must be your next entry. Submit this number to the second column.
In the third column, “Hourly Rate,” we shall name exactly how much money the physical labor or service provided will cost for one hour of providing it. If a team was involved then you may add all their hourly rates to one number provided they have worked the same number of “Hours” for the shift you are documenting. The last column (“Amount”) holds the responsibility of summarizing what each shift will cost the Customer. Each entry in this column will be the result of a multiplication you must perform. The “Hours” and “Hourly Rate” that you defined for each shift must be multiplied, so that you may fulfill this column’s role. The “Total Service” box will also require a minor calculation. Simply sum all the values that you have input above it to one number then document this number as a dollar amount as this box’s contents.
Step 7 – Use The Subtotal Table To Summarize This Bill
A third table is included in this paperwork. This will act as a report on the final amount that must be paid. Three figures will be required to finalize this paperwork for the Customer. The first is the sum of the “Total Materials” and the “Total Service” values. The result of this addition is known as the “Subtotal” and will be an expected production in the box to the right of this label. 
Up until now, we have not reported any sales “Tax.” Additionally, some states will “Tax” some services. If any of the services or the materials being paid for here must have sales “Tax” added, this must be done in an above-board manner by filling in the second box of this table with the “Tax” being charged.
Lastly, we shall take our “Subtotal” then add it to the required “Tax” amount. The resulting value is the final requirement to present the owed amount. Input this as the “Total” owed.
Step 8 – Give The Customer An Invoice Deadline
The statement near the end of this document beginning with “Payment Is Due…” can be used to warn the Customer that he or she will only have a limited number of “Days” to satisfy the owed amount. If you wish this statement applied to the payment as a deadline fill in the longest period (reported as “Days”) an on-time payment can be made after the invoice on the blank line
Step 9 – Deliver Any Invoice Information Due To Your Customer
You may need to make additional content available to the Customer for review or you may need to produce.
How to Write in MS Excel
Download: Microsoft Excel (.xlsx)
Step 1 – Save This Template For A Production Of Your Labor And Materials Invoice
Save the file on this page to present your Customer(s) with a formal invoice for “Materials And Services” rendered by your Company. Do so by selecting the “Microsoft Excel (.xlsx)” link displayed directly above this statement.
Step 2 – Display A Prominent Introduction Of Your Company
Your Customer should recognize this paperwork as originating from your office once he or she opens it. We can achieve this result by placing the logo your Company (Business Entity or Contractor Business) uses for advertising or name recognition in cell A1 along with its full legal name in cell A2 (“Company Name”). 
One additional identity will need a presentation in the spreadsheet’s header area. In cell A3, submit the full “Name” of a person who can handle correspondence with the Customer on behalf of the Business sending this. The contact information associated with the Business Entity (i.e. Manufacturer, Vendor, etc.) or Independent Contractor (i.e. Painter, Landscaper, etc.) requesting payment should, by all counts, be considered mandatory for this section. Use cell A4 and Cell A5 to deliver this Business Entity’s mailing address (excluding the postal code). Submit the “Zip Code” as a single entry to cell A6. While the mailing address of a business is an important identifier and a reliable means of contact, quite a few of your Customers may prefer more immediate methods for contacting the Business Entity sending this invoice. We will accommodate this by producing your Business Entity’s “E-Mail” in cell A7 and its “Phone” number in cell A8.
Step 3 – Report On The Reference Method Employed For This Invoice
A positive response to this paperwork from your Customer will be in the form of payment. Naturally, it will be useful for both the Customer and your Business Entity to appropriately track received payments…especially if a payment plan is in place. Cell F4, titled as “Invoice #,” will accept the document tracking number you wish used for this goal. Notice that an additional cell has been placed in this area. Cell H4 is populated with a report on what day of the month and year your Business Entity first holds the Customer accountable to pay the invoice “Total” you will list later. If you do not wish to use the current “Date” on your computer clock, then delete it and supply the calendar invoice “Date” appropriate to this situation.
Step 4 – Formally Bill A Specific Entity
The Customer held to this invoice should be solidified as its Recipient and assigned the predetermined role of the Payee. In “Bill To,” we will produce his or her legal “Name” for this purpose. 
The three fields continuing column A, cells A12 through A14, call for the Billed Entity’s billing information. Use these cells to submit the Customer’s mailing or billing address by inputting each line separately (in cell A12 and A13) then listing the “Zip Code” in cell A14.
Step 5 – Supply The Material Manifest For All Billable Products
The “Materials” table currently placed between rows 17 and 23 is devoted to receiving your summary of the products, merchandise, or tangible supplies that your Business Entity must be paid for providing. The list of these tangible products is expected in row A of this table, appropriately labeled “Description.” The first cell which will accept the name or product number of one of these products is cell A18. You must list these items on a row by row basis so that each one will be itemized as we work. 
The “Quantity” of what your Business Entity is billing for is required on the same row as the item being discussed. Use the “F” column to report this.
Locate the “Unit Price” part of this table in column G. Here you will produce the cost of one pound, ounce, liter, or piece of what the Customer ordered. As you record these prices, the remainder of this table shall work with you by calculating the figures required to bill the Customer for the total owed for each of the tangible “Materials” this invoice’s payment will satisfy along with a summary of these values for the Customer’s review. You are encouraged to double-check your work here for the “Materials” table.
Step 6 – Reproduce The Work Log Documenting The Time On This Job
The time that your Business Entity wishes to collect payment on is the next subject we will focus on. There will be a second table set between row 25 and row 31 where we will review the time spent on this job with the Customer. The first column that you should tend with information is the A column (cell A26 is the first cell). Use this “Description” portion of the “Labor” table to submit an adequate report on the billable time of the Business Entity’s efforts. Typically, we will report a day and time to this column much like the beginning of a timesheet however, you may also simply cite a contract title or name that contains the specifics of the job. This is purely at your discretion. The second column of the “Labor” section carries the title of “Hours.” Simply put, you must add up all the “Hours” that your Business Entity requires payment for concerning the contents you provided to “Description.” This can be a team of people or just one employee that worked during these hours. In any case, you must inform the Customer of the amount of time he or she is paying your Business Entity for working. Continue across the row you are working on with the “Hourly Rate” expected for the work. This can be thought of as the dollar amount that is to be paid should only one hour of work have happened. When you enter a number to this column, it will multiply itself with the number you supplied in column F (“Hours”). The result is the total billable amount for the time or contracts you listed in the first column. In turn, the “Total Labor” field will populate and the “Subtotal” and “Total” fields will alter their contents. While much of the work has been done automatically, one or two additional topics must be addressed for this invoice to be completed. Note: If a team is concerned you may only list them as a combined report if everyone worked the same amount of time and earns the same for one hours of work. For instance, both people on the two-man team in our example worked nine hours and each earn $50.00 for every one hour worked:
Step 7 – Deliver A Summary Of The Materials And Labor
Now, turn your attention to the final table in column H. The summary table (of charges to the Customer) will not be considered complete unless we have dealt with the topic of sales “Tax.” Most States will need a certain amount of money added to your “Subtotal” for the physical products making up the “Materials” table. Also, some additional States will require a service “Tax.” The total “Tax” that you must include with this bill should be placed in cell A34 (the cell labeled “Tax”). You may enter the expected taxes in this cell, or if none apply, you may enter a “0.” This will conclude the portion of this invoice where we formally bill the Customer. 
Step 8 – Apply The Due Date For The Summarized Total
Cell A35 containing the instruction “Payment Is Due In…” will place a specific period when the payment for this invoice will be expected, beyond which the Business Entity sending this will consider the payment delinquent or late. Apply this instruction by replacing “[#]” with this time period. To do this divide it into days then supply the appropriate number.
Step 9 – Present Relevant Information For The Situation At-Hand
We have dealt with many topics of discussion in this paperwork. Normally, they will cover most Customer requirements placed for submitting payment. However, if more topics or documents (i.e. disclosures, warranty information, etc.) should be included with this invoice, then you may use the area available after the “Comments Or Special Instructions” statement in cell A36 to continue supplying the documentation required for the satisfaction of your Customer. 
