Construction Invoice Template | Word, Excel & PDF Format

The following step-by-step instructions are based on Template 01.

Step 1: Download the Template

• Download the construction invoice template in Excel sheet, Word, or PDF. If you use the PDF, you can fill it out directly on your computer, save it, and print it. If you prefer, you can also print the template and complete it by hand.

Step 2 – Add Your Company Details

At the top of the invoice, enter your company’s details, including:

• Company Name
• Full Address (Street, City, State, ZIP Code)
• Phone Number
• Email Address
• Website (optional)

This ensures your client knows who sent the invoice and makes it easy for them to contact you if they have questions.

Step 3: Add Your Client’s Information

In the next section, fill in your client’s details, such as:

• Client’s Name
• Full Address (Street, City, State, ZIP Code)
• Phone Number
• Email Address

This makes it clear who the invoice is for.

Step 4: Enter Invoice Details

Write the following information to keep the invoice organized:

• Date of Invoice: The date the invoice is created (e.g., “01-20-2025”).
• Invoice Number: Assign a unique number to this invoice (e.g., “#INV-12345”).
• Work Start and End Dates: Enter the start and completion dates for the project (e.g., “01-05-2025 to 01-18-2025”).
• Due Date: The date the client’s payment is due (e.g., “02-19-2025”).

Step 5: Briefly Describe the Project

• “Installation of roofing, plumbing work, and interior painting of residential property.”

This provides the client with an overview of the services provided.

Step 6: List the Materials Used

Include all materials used in the project in the “Materials” section. For each material, provide:

• Quantity (QTY): Number of units used (e.g., “50 Bricks”).
• Material Name: Name of each material (e.g., “Bricks, Paint, Pipes”).
• Rate: Cost per unit (e.g., “$2.00 per brick”).
• Amount: Multiply the quantity by the rate for the total cost (e.g., “50 x 2.00=2.00=100.00”).

List all materials, then add up the total and write it as the Total Materials cost.

Step 7: List the Labor Costs

In the “Labor” section, write down all the tasks completed and the associated costs. For each task, include:

• Labor Hours (Hrs): Number of hours spent on the task (e.g., “10 hours for Painting”).
• Rate: Hourly rate for labor (e.g., “$25 per hour”).
• Amount: Multiply hours by the rate to calculate the total cost (e.g., “10 x 25=25=250.00”).

Add all labor amounts together and enter the total as the Total Labor cost.

Step 8: Add Miscellaneous Costs

If there were extra costs outside materials or labor, include them in the “Miscellaneous Costs” section. Examples are:

• Administrative Fees
• Equipment Rental
• Transport Costs
• Site Cleanup Fees

Add all these costs together and enter the total as the Miscellaneous Costs.

Step 9: Calculate the Subtotal

Add up the Total Materials, Total Labor, and Miscellaneous Costs to get the Subtotal. Write this number under the Subtotal section.

Step 10: Tax Calculation

• Write the tax amount here as per the applicable tax rate, if applicable.

Step 11: Calculate the Grand Total

Add the Subtotal and Tax amounts together to get the Grand Total. This is the total amount the client owes. 

Step 12: Add Payment Information

Provide all the necessary details to ensure the client can easily make the payment. Include the following information:

• Payment Terms: Specify when the payment is due, such as “Payment required within 30 days from the invoice date.”
• Accepted Payment Methods: Indicate which methods are acceptable, such as “Check, Wire Transfer, or PayPal.”
• Bank Name: Include the bank where the payment should be directed (e.g., “Bank of America”).
• Payable To: Include the name to which the payment should be made (e.g., “XYZ Construction LLC”).
• Account Number: Provide the account number needed to complete the transfer.
• Routing Number or SWIFT Code (if applicable): If a routing or SWIFT code is needed for international payments, include it here.

This ensures that all payment details are clear and the client knows exactly how to proceed.

Step 13: Add Contact Information for Questions

• At the bottom of the invoice, include a statement such as:

“For any questions regarding this invoice, please contact:”

Include:

• Contact Name
• Phone Number
• Email Address

For example: “For any questions, please contact Sarah Johnson at (555) 123-4567 or sjohnson@yourcompany.com.”

Step 14: Review and Send the Invoice

Review the entire invoice to ensure all details are accurate and correct. Once you’ve confirmed everything is complete:

• Save the completed document and print it as a PDF.
• Send it to your client via email or print a hard copy to deliver it in person.