Construction Invoice Template
A construction invoice bills the work completed in a period against the contract's schedule of values, adds approved change orders, holds back retainage and states the net amount due now. The template below is set up for progress billing with a retainage line; enter this period's completed work and download the pay request as a PDF or Word file.
From and bill to
Logo (optional)
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Name on the first line, then address, email, phone.
Details
Line items
$14,400.00
$11,000.00
$5,550.00
$2,350.00
Discount, tax and payments
Applied to taxable lines after the discount.
Added after tax.
Held on work billed, before tax and shipping.
Notes and terms
Balance due
$29,970.00
Subtotal $33,300.00
Total $33,300.00
From
Keystone Interiors Construction Inc.
1820 Industrial Parkway
Columbus, OH 43219
(614) 555-0133
billing@keystoneinteriors.example
Invoice
Invoice # INV-0442
PO / reference #: Pay application 3, contract RMP-2026-07
Bill to
Riverside Medical Partners LLC
c/o Westbrook Property Management
455 Riverside Drive, Suite 200
Columbus, OH 43215
Ship to / job site
Riverside Medical Partners, Suite 110, 455 Riverside Drive, Columbus, OH 43215
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Framing and drywall: 40% of $36,000 scheduled value, this period | 1 | $14,400.00 | $14,400.00 |
| Electrical rough-in: 50% of $22,000 scheduled value, this period | 1 | $11,000.00 | $11,000.00 |
| HVAC ductwork: 30% of $18,500 scheduled value, this period | 1 | $5,550.00 | $5,550.00 |
| Change order 2: added data cabling, approved and signed | 1 | $2,350.00 | $2,350.00 |
| Subtotal | $33,300.00 |
| Total | $33,300.00 |
| Less retainage (10%) | −$3,330.00 |
| Balance due | $29,970.00 |
Notes
Contract sum with change orders: $124,350. Previously billed: $41,200. Retainage held to date including this request: $7,450. Conditional lien waiver for this period attached.
Payment instructions
Payment due 30 days after approval of this pay request. Pay by ACH to Keystone Interiors Construction Inc. (details on file).
PDF opens your browser's print dialog: choose "Save as PDF". The Word file opens in Word, Pages and Google Docs.
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Progress billing against a schedule of values
Construction contracts of any size are rarely paid in one lump. At the start of the job the contractor breaks the contract sum into a schedule of values: one line per phase or trade (sitework, framing, electrical, HVAC, finishes) with a dollar value for each. Every billing period, usually monthly, the contractor reports the percent complete on each line and bills that share, less what was billed before. On commercial projects this is often submitted as a pay application in the AIA G702/G703 format, which the architect or the owner's representative certifies before payment.
On a smaller job you can do the same thing on an invoice: one line per schedule-of-values item showing the scheduled value, the percent completed this period and the amount, plus a separate line for each approved change order. Stored materials, delivered to the site but not yet installed, are billed only if the contract allows it, usually with proof of delivery and insurance.
Retainage and lien waivers
Retainage is a share of each progress payment, commonly 5% to 10%, that the owner holds back until the job reaches substantial or final completion, as security that punch-list items and defects get fixed. Many states limit retainage or set deadlines for releasing it, particularly on public projects, so read the contract and the prompt payment law where the project is. Bill it clearly: the work completed this period, the retainage withheld and the net amount due. Track the total retainage held to date so you can invoice its release at closeout.
Owners and lenders usually want a lien waiver with each payment. A conditional waiver, which takes effect only once the payment clears, goes with the pay request; an unconditional waiver follows after the funds arrive. Several states prescribe the exact waiver forms, so use your state's statutory form where one exists.
Line items, change orders and sales tax
A progress invoice that owners can approve quickly carries these lines:
Sales tax on construction follows each state's rules for work on real property. In many states the contractor is the consumer of the materials it installs and pays tax when buying them, so the progress invoice has no tax line. Some states tax certain construction services or separately stated materials, and Texas taxes repair and remodeling of nonresidential property. Check the department of revenue rules for the state where the project is located.
- Schedule-of-values items: the description, the scheduled value, and the percent or amount completed this period.
- Approved change orders, each with its number, date and amount, once signed.
- Stored materials, only if the contract allows billing for them.
- Retainage withheld, as a percentage of the work completed this period.
- Previous payments, the retainage held to date and the contract balance remaining, in the notes if not on the face.
Worked Example
The example is pay request number 3 on a medical office build-out in Ohio. Work completed this period comes to $30,950.00 across three schedule-of-values lines: 40% of $36,000 for framing and drywall, 50% of $22,000 for electrical rough-in and 30% of $18,500 for HVAC ductwork. Approved change order 2 for data cabling adds $2,350.00, for $33,300.00 of work this period. There is no sales tax line, because an Ohio construction contractor pays tax on materials when buying them.
| Line | Calculation | Amount |
|---|---|---|
| Framing and drywall: 40% of $36,000 scheduled value, this period | 1 × $14,400.00 | $14,400.00 |
| Electrical rough-in: 50% of $22,000 scheduled value, this period | 1 × $11,000.00 | $11,000.00 |
| HVAC ductwork: 30% of $18,500 scheduled value, this period | 1 × $5,550.00 | $5,550.00 |
| Change order 2: added data cabling, approved and signed | 1 × $2,350.00 | $2,350.00 |
| Subtotal | Sum of rounded lines | $33,300.00 |
| Total | $33,300.00 | |
| Less retainage | 10% × $33,300.00 | −$3,330.00 |
| Balance due | $29,970.00 |
Retainage of 10% holds back $3,330.00, so the net amount due on this invoice is $29,970.00, payable Net 30. The total stays at $33,300.00 because retainage is held, not forgiven: it is billed separately at closeout.
More Invoice Templates
Each template opens the same generator with line items and terms typical for the trade.
Frequently Asked Questions
Official References
- Texas Comptroller Publication 94-112
States that nonresidential real property repair and remodeling is taxable in Texas, and how lump-sum and separated contracts are taxed.
- IRS Publication 583, Starting a Business and Keeping Records
Lists invoices among the supporting documents for gross receipts and explains how to keep business records.
This template does the arithmetic and the layout. Sales tax, licensing and invoicing rules vary by state and trade; confirm what applies to your business with your state's department of revenue, your licensing board or a tax professional. Federal figures verified October 2026.