Contractors perform a variety of services beginning from business consulting, home remodeling, designing, and building services. For such services, all of them need to get paid. The Contractor’s invoice will help describe the amount of work including hours and dates on which the specific work was done since they execute various kinds of work in different duration. Free Printable invoices for contractors are designed for constructors, which is ideal for most of the contract works, no matter which field they are in. Contractor invoice templates are a decent way to send payment requests in a professional way. To design, customize, save and send independent contractor invoice they do not need any extra efforts to fulfill the core business goals for accounting purposes like –
- Expense tracking,
- Automatic reminders,
- Time tracking,
- Credit card processing,
- Recurring invoicing and more.
Table of Content
- What is an independent contractor invoice used for?
- What you need to know about invoicing as a contractor
- What you should include in an invoice for contractors?
- How to use invoice templates?
- 5 best invoice templates are helpful for contractors
- Mistakes to avoid while invoicing as a contractor
What Is An Independent Contractor Invoice Used For?
Each and every individual contractor work hard to provide high-quality services to their customers. They always try to maintain their professional impression of their business with a premium invoice sample for the services they have provided. An invoice that clearly lists each and everything a contractor has charged for –
- The hours worked,
- Travel expenses,
- Additional expenses,
- Taxes and more
Now as you know why you should use invoices for constructors, let’s move on to what you need to know about invoicing if you are new to this.
What you need to know about invoicing as a contractor
As a contractor, you must be charging by hours or at flat rates for the services you have provided. When it comes to getting paid for the services, you must invoice them, and based on your preferences will conclude the specific qualities of your invoicing and accounting purposes. Overall, you will need to clearly outline in an invoice template why you are requesting the payment, as well as the extra charges for the materials. If you want to know more in detail about invoicing you can read out the previous article about How to Make an Invoice?
Note: Solid and consistent invoicing will help you project your brand in a very professional way. You can also include Google Docs or Google Sheets for your invoice template.
What you should include in an invoice for contractors?
When you are invoicing to the customers you need to prepare the list of things that you are going to include in your contractor invoice template. Apart from this list, you also need to include your personal individual terms for the understanding of the customer in addition to your general rules. As an individual contractor and multiple service providers (For example, you are working as an individual flooring contractor), you can also include a breakdown of your charges. For example, you are charging for a specific hourly rate and separate charges for the services or the material you need to include clearly into a contractor invoice template. Just be clear and detailed as much as possible when you are invoicing someone.
A standard contractor invoice template should include:
- Your business name, company logo, and contact information
- Your client’s name and their business details (phone number, email, address, etc.)
- Invoice number or work order number
- Dates you have provided the services
- License information for the licenses you hold
- A description of your services and labor costs
- Flat rate if you have any services
- Hourly rates if any
- Price of material, quantity, and the description of each material used
- Miscellaneous charges
- The total amount for all the costs including applicable tax
Note: As an independent contractor, your taxes will depend upon your state and city’s tax requirements.
All the above should be in an appropriate format and should be easy for your customers to read and understand. And it will be also helpful in case if your client wants a physical invoice if it is formatted in an appropriate way. You can use any of the free contractor invoices available in the market.
When you use the free contractor invoice template, you can make an invoice which is designed in an easy-to-read format for your customers, because the main sections will be already included in the templates. Now, let’s see how you can use such templates and which the 5 best invoices templates are for constructors.
How to Use Invoice Templates for Contractors
Free contractor invoice templates are trouble-free and insightful to use. Once you download a suitable contractor invoice template for your business, you can easily customize them according to your requirements. It will also happen that various projects will have slightly different contractor invoice template formats so it is advisable that you choose a flexible contractor invoice template.
- Download the contractor invoice template
- Include unique invoice number for each invoice
- Edit your business details i.e. name, email, phone number, company logo, contact information
- Add/or remove the details of services/products
- Add/or remove the quantity
- Total amount
- Send it according to your convenience
- Receive the payment
5 Best Invoice Templates are Helpful For Contractors
There are different types of builders available in the USA, Canada, the UK, and in many other countries, so the section of a contractor invoice template depends on the country as well. Depending on the agreement with your client, you need to use a certain type of invoices that get you paid quickly and in the right time frame.
We have identified 5 best invoices templates types that will help you.
- Standard Invoice
- Prepayment Invoice
- Credit Invoice
- Debit Invoice
- Time-based Invoice
Having a professional invoice also ensures that your clients are clear about what services they are paying and in which way you want to get paid. This helps you prevent delays and allows you to get rewarded for the services you have provided in a timely manner. No doubt choosing an appropriate invoice template is a necessary thing you should do, but you should also take care of avoiding some silly mistakes which most of the people do during and after invoicing to the client.
Mistakes to Avoid While Invoicing as a Contractor
As a contractor, if you want to get paid faster without any hassle you should avoid doing some silly mistakes that most of the contractors do while invoicing their customers. Here is a list of mistakes you should avoid as a contractor for your own benefit.
Forget to track the work hours
As soon as you take up any project as a contractor, it is your duty to track your contracting work and work hours if you are going to invoice for the contract work you have done. Many contractors fail to do this simple task as they don’t bother about this and don’t know about the consequences they might have to face later on. So, it is very important that you start tracking your work hours and flat rate as soon as you start your contract with the client. You can keep track of your hours manually using Excel or using any accounting software or mobile app you prefer for your business. You can start writing with the start and end time for all the specific projects along with a brief description of the services you have provided and the total amount. By doing this you can easily track your time and invoice your client with perfection and this will also help you streamline your entire work in a professional way.
Didn’t send an invoice immediately
The sooner you send an invoice, the sooner you get paid. Many constructors fall short when it comes to sending an invoice on time; the core reason behind this is they believe that the client will think that they are eager to get paid. But that is not the situation here. As a contractor, you need to create an invoice for your client and send it along with the final task you have performed. Because the project will be on top of their mind and they will able to justify the amount they are paying for. And there are chances that you will get the payment on an immediate basis. So, don’t wait for anyone and create and send the invoice as soon as you are done with the project.
Avoid formatting invoices
As a contractor, you must be working with various people of various domains performing different tasks and services for them. This may lead you to fill out various invoices for varying from one job to another, which may waste your time, and then you also make mistakes in a hurry which may not look professional in the eyes of your customers. Some constructors avoid formatting their contractor invoice templates due to the lack of time or effort it takes. To get out of this situation you should develop an invoice template that works completely fine with you and your customers. It is also recommended that you keep improving your invoice template according to your branding needs.
Carelessness towards payment terms
Many of you avoid adding terms and conditions when you are outlining the invoices thinking that the client will be scared seeing payment terms. But it is not the reality, in fact, with terms and conditions, clients will get more clarity to release the payment. For example, if your client is not aware of your terms and conditions and they are likely to pay with a payment method you do not accept, it will create a conflict between both of you, which may lead to late payment. It is recommended to make this a standard practice to include terms and conditions in your invoices.
Irregularity on taking follow-ups
Sometimes constructors hesitate to follow up with clients when they miss their payment due date, to avoid an embarrassing conversation with the clients. However, it is necessary to ensure you get payments for your work and clients don’t avoid your invoice. So, it is mandatory that you take to follow up as soon as the client past the due date. You need to understand that you are not being rude by asking for the payment, in fact, you should ask for the payment in a polite way just reminding the client that the payment is overdue and you are expecting payment for the services you have provided until you get payments.
To keep it short, you should choose an appropriate invoice format whichever is suitable for your business using invoice templates for constructors. It is ideal to use such forms rather than creating one from scratch, which is ready to use. This way you can be professional and create an impact on your clients. Not only these, but you should also avoid making silly mistakes, which may cost you in getting paid late. If you want more details about the contractor’s invoice templates or contractor invoice form you can contact us anytime.
Frequently Asked Questions
1. How do I invoice as an independent contractor?
As an independent contractor, it is your right to invoice your clients. It completely depends on your business branding style and your preferences, and how you want to proceed with the online invoicing. You can choose a free invoice template or you can create your own blank contractor invoice template. You can download invoice templates, modify them as per your business, send and print the invoice templates as an independent contractor.
2. How do I invoice a contractor?
If you want to invoice a contractor you can proceed using a similar way you are invoicing a client no matter what format you choose (e.g. Microsoft Word, Excel, PDF or Google Docs and Spreadsheets). In the contractor’s invoice, you just need to modify the details (e.g., contact details like name, phone number, service description, etc.) according to both of your agreements. The details you fill up in your invoice for another contractor will vary in many terms. For example, you won’t include the details you generally include in a general invoice you create for your client.
3. Is sending invoices help getting paid?
Definitely yes, it is worth sending an invoice to the Client for the services you have provided. By sending an invoice, you will be clear on your side that you are only charging for the products or services you have provided and not cheating anyone. On the other side, the client will also get clarity about the price they are paying for and help you get payments easily. It will also build trust between you and your client.
4. How do I create an invoice?
There are different ways to create an invoice, but it completely depends on your branding needs and how you want to create it to look professional. In our previous article, we have mentioned many ways to create invoices. You can go through our articles and learn how to create a professional template for the invoice. We have identified many ways for you to create professional invoices that help you stay connected with your clients.