Progress billing by project phase, retention and change orders — a construction invoice template built for builders and subcontractors. Free in Word, Excel and PDF, or use it online — no signup.
Construction invoicing is different from ordinary billing: projects run for months, materials are bought up front, subcontractors bill the main contractor, and nobody pays the full amount in one go. A construction invoice has to tie each stage to a project phase — foundation, framing, first fix, completion — split labour from materials, list subcontractor work separately, and show retention held and change orders on their own lines. The sample below is a home extension billed exactly that way. Use the same structure for residential builds, renovations and commercial work — the structure follows the project, not the trade.
A realistic example, priced the way construction jobs actually bill. Click the button and these exact items load into the free generator, ready to edit.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Labour — site preparation & excavation (per day) | 4 | $400.00 | $1,600.00 |
| Materials — concrete & reinforcement | 1 | $1,900.00 | $1,900.00 |
| Labour — framing & roofing (per day) | 8 | $380.00 | $3,040.00 |
| Materials — windows & doors | 1 | $2,400.00 | $2,400.00 |
| Subcontractor — electrical rough-in | 1 | $1,150.00 | $1,150.00 |
| Waste removal & site cleanup | 1 | $220.00 | $220.00 |
| Total due | $10,310.00 | ||
Sample figures in USD — edit every line in the generator. Add VAT or GST there if you charge it; the tax calculator splits the tax out for you.
No signup. No watermark. The sample items load automatically; change anything you like.
The fastest way for a builder to bleed cash is to front months of labour and thousands in materials, then invoice once at the end. Progress billing fixes that: a deposit before you start, a progress claim as each phase is completed, and a final invoice on practical completion. This template is built for that rhythm — each stage is its own clean invoice referencing the same job and contract. Keep materials and labour on separate lines and clients (and their insurers) stop disputing totals. When a stage goes unpaid, the payment reminder generator and our guide to invoice payment terms will help you chase it professionally.
Construction work is rarely billed in one invoice. Progress billing splits the job into phases, and each phase gets its own invoice as the milestone is completed. Here is how a typical $120,000 build breaks down:
| Stage | Milestone | Share | Amount |
|---|---|---|---|
| Deposit invoice | On signing, before work starts | 10% | $12,000.00 |
| Progress claim 1 | Foundation complete | 25% | $30,000.00 |
| Progress claim 2 | Framing & roof complete | 30% | $36,000.00 |
| Progress claim 3 | First fix complete | 20% | $24,000.00 |
| Final invoice | Practical completion & sign-off | 15% | $18,000.00 |
Many construction contracts also hold retention — often 5–10% — back from each stage until practical completion. Show retention as its own deduction line on the progress invoice, then invoice it separately once it is released, as explained in the FAQ below. The sample above loads into the generator with the same staged structure.
This template is built for subcontractors just as much as for the main contractor: a sparky, plumber or plasterer bills the same way, with the same need to separate labour from materials and to bill by phase. Use it as a construction invoice template for your trade, or as the main contractor's progress claim format — the structure follows the project, not who is sending the invoice. For the broader contractor version, see the contractor invoice template.
Looking for a construction invoice template Excel free to use? This template is free, with no signup and no watermark: download it in Excel from the template library, or use the same template online in the free generator. Fill in your business and client details, the job site, and your labour, materials and subcontractor lines, then edit the rates and quantities for your job.
It also works as a construction progress billing Excel template. Instead of invoicing the whole job at once, make one copy of the template per stage: a deposit invoice on signing, a progress claim at each agreed phase (for example, foundation complete), and a final invoice on practical completion. On each progress claim, show the stage amount, any retention held back, and payments already received, so the client can see exactly what is due now and what remains. Keep every stage referencing the same job and contract number, and the running total stays clean from deposit to final payment.
The best time to agree payment terms is before work starts, not when the invoice is overdue. Put the terms on the contract and repeat them on every progress claim, so there is never an argument about when a stage falls due. Common choices are payment on completion of each phase, or net 7, net 14 or net 30 days after the stage invoice — shorter terms protect your cash flow on jobs where you have already paid for materials, labour and subcontractors.
Invoice each stage promptly the moment its milestone is hit; a late progress claim trains clients to pay late. If a stage goes unpaid, send a written reminder right away referencing the signed-off phase — the payment reminder generator drafts escalating reminders for you. If your contract allows a late fee, the late fee calculator works out exactly what is owed. Our guide to invoice payment terms explains net 30, 2/10 net 30 and other common terms in plain language.
Every template is free — and they all live in the same template library with Word, Excel and PDF downloads.
Labour, materials, staged payments and retention — the way construction actually gets billed.
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