Contractor invoice template: what to put on it

Published 2026-11-03

An invoice is the document that gets you paid, so every field should answer a question the customer would otherwise ask. This page lists the fields, shows what official guidance says about them, and fills in a final invoice that credits a deposit and includes an approved change. The numbers continue the sample estimate in the contractor estimate template.

Which fields belong on a contractor invoice?

Which fields does the law require?

It depends on where you work. UK government guidance lists a unique identification number, the supplier and customer names and addresses, a description, the supply and invoice dates, the amounts and the total owed, and requires a VAT invoice when both parties are VAT-registered. The EU VAT Directive (Article 226) lists the details required on an invoice for VAT purposes, including a sequential number, the VAT identification numbers, the taxable amount, the rate and the VAT amount.

In the United States, IRS Publication 583 says that, except in a few cases, the law does not require any specific kind of records, and there is no general federal format for ordinary business invoices. Federal contracts have their own "proper invoice" content, and states and industries can add rules. Always check the rules that apply to your business and ask your accountant.

What does a filled-in final invoice look like?

Invoice 2026-016, issued 28 March. The job is the backsplash from estimate 1042. A 30% deposit was invoiced and paid at the start, and one change was approved in writing during the work. The 8% tax rate is an example.

The original work and the change are separate lines, the deposit is credited in full view and the amount due is one number. Add the due date below the table, for example 11 April, and the bank details with the invoice number as the reference.

What payment terms can I copy and adapt?

• Amount due: 1,334.18 by 11 April.
• Pay by bank transfer to the account shown, quoting invoice 2026-016.
• Total contract value including approved changes: 1,822.66. Deposit received: 488.48.
• Questions about any line: reply to this message and I will answer the same day.

If you charge for late payment, state it here and on the estimate, and only in a way that is allowed where you work. Invoice numbers and payment terms covers numbering schemes, defaults and due dates in more detail.

How long should I keep invoices?

Keep a copy of every invoice exactly as sent, with its number. Retention periods differ: the IRS says three years is the default for most records with longer periods in some cases, and UK guidance says at least five years after the 31 January submission deadline for self-employed records. Check the rules that apply to you.

Which mistakes should I avoid?

• Skipping the invoice number or reusing one
• Writing "due on receipt" instead of a date
• Burying a change inside the original price
• Forgetting to credit the deposit, which creates an argument about the balance
• Editing an invoice after it has been sent instead of issuing a corrected one

Invoice templates in SiteReporta

In SiteReporta you mark an estimate as accepted and convert it to an invoice with identical totals, add your bank details and export a PDF with a number and a due date based on your default payment days (14 unless you change it). For a staged job you edit each draft to the stage you are billing. The app does not take payments or track whether an invoice was paid, so keep your own record of what has been received.

Frequently asked questions

Do I need an invoice number?

It is good practice everywhere and required in some places: UK guidance asks for a unique identification number and the EU VAT Directive lists a sequential number on invoices for VAT purposes. Check what applies to your business.

What payment terms are normal on a contractor invoice?

There is no universal standard. Many contractors use terms such as 14 or 30 days. Where no date is agreed, UK guidance sets 30 days, and the EU late payment directive uses 30 days from receipt for payments between businesses. A specific due date avoids relying on a default.

Can I add a late fee to the invoice?

Only if it was agreed and the rules where you work allow it. Some places give a statutory right to interest or a fixed recovery sum on late business-to-business payments, while others limit what you may charge.

How do I show a deposit that was already paid?

Show the full total, then credit the deposit on its own line and state the amount due now, as in the sample table. Mention the number of the deposit invoice.

Does SiteReporta record when an invoice is paid?

No. It converts accepted estimates into invoices and exports PDFs, but it does not take payments or track whether an invoice was paid. Keep your own list with the date sent, the due date and the date paid.

Sources

Official sources for the rules and figures mentioned in this guide. Rules change and differ by place, so check the current text and your local rules.

• GOV.UK: Invoices, what they must include
• GOV.UK: Payment obligations
• EU VAT Directive 2006/112/EC, Article 226 (consolidated text on EUR-Lex)
• IRS Publication 583: Starting a business and keeping records
• FAR 52.232-25: Prompt payment (proper invoice for US federal contracts)

General guidance, not legal, tax or accounting advice. Rules differ by country and trade.