Contractor Invoice Template

Contractor invoices get disputed more often than straightforward freelance ones, mostly because labour and materials get blended into one number and the client can’t tell what they’re actually paying for. Separating the two up front heads off most of that friction.

What belongs on it

• Job site or project address, if it’s different from the client’s billing address — useful for multi-property clients and for your own records
• Labour and materials as separate line items, not combined. “Kitchen renovation — $4,200” is harder to dispute-proof than “Labour: 28 hrs @ $65/hr — $1,820” and “Materials (lumber, fasteners, finish) — $2,380”
• A reference to the quote or contract, if one exists — a PO number field or a note like “per quote #114” ties the invoice back to what was agreed
• Payment terms that match your contract, not a generic default. Many contractors use Net 15 or Net 30, sometimes with a deposit already collected and credited against this invoice
• GST/HST if you’re a registrant — contractors cross the $30,000 small-supplier threshold faster than most freelancers, since a single renovation job can exceed it. See the GST/HST registration guide if you’re unsure whether you need to charge it.

Common mistakes

One lump sum for a multi-week job. Clients are far more likely to query — and delay paying — a single large number than an itemized breakdown they can check against the quote.

No materials receipts referenced. You don’t need to attach every receipt, but noting “materials per attached receipts” (and actually having them, for your own CRA/IRS records) saves an argument later if a client questions a materials line.

Charging tax without being registered. Only charge GST/HST if you actually have a GST/HST number — charging it without one is a real compliance problem, not just a paperwork detail.