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The Basics of Contractor Invoice: How to Get Paid Faster

Updated: Sep 12, 2023

In the construction business, cash flow is as crucial to your success as bricks are to a building project.

Effective invoicing can't be an afterthought; it is a key ingredient for maintaining a healthy cash flow.

Timely, clear, and detailed invoices minimize disputes and ensure faster payments.

So, let's dive into the fundamentals of contractor invoicing and how it can supercharge your cash flow.

independent contractor invoice template

Why Do You Need a Contractor Invoice in the Construction Business?

In the world of construction, disputes often arise during the payment process between the contractor and the client. As such, invoicing becomes a vital skill for contractors, especially those working independently.

Efficient invoicing helps streamline the payment process, minimize disputes with customers, and ensure quicker payments.

For contractors managing multiple projects simultaneously, each with its own billing terms and schedules, understanding the invoice's finer points becomes crucial. This familiarity enables contractors to keep track of project timelines accurately and create precise, detailed invoices, thereby enhancing efficiency.

Additionally, efficient invoicing practices make significant contributions to small construction businesses' accounting processes.

The Key Components of a Construction Invoice

When seeking payment from customers, a formal construction invoice serves as an authoritative request. This document clearly lays out the payment terms, due dates, and crucial information about both the company and the customer.

A comprehensive construction invoice should include:

  • Your construction company's details (name, contact information)

  • The client's name and contact information

  • The invoice's date and the payment due date

  • Brief description of the goods or services provided

  • Quantities (units or hours) and prices of these goods or services

  • Clear instructions about how and when to pay the bill

Construction Invoice Example

Preview a sample construction invoice below if you are not sure how to get started making your own professional invoices. Then you can customize the template and make it your own.

free contractor invoice template
Sample of a Construction Sample

What Are Construction Invoice Payment Terms?

The payment terms on a construction invoice set the due date for the client's payment. They often include incentives for paying early. You've likely seen terms like "Net 30", where 30 is the number of days the client has to pay the invoice in full.

Sometimes, contractors provide a discount for early payment. An example would be "2.5/10 Net 30", where the client gets a 2.5% discount if they pay within 10 days. The terms can also specify how the client should pay and any late fees they might incur.

How to Get Better at Contractor Invoicing: Quick Tips

Making a great contractor invoice involves being precise, clear, and organized. Here's a quick rundown:

1. Clearly Label as an Invoice:

Surely the word "invoicing" will need to be most clearly represented in the document you create. It is your way of expressing the theme of your document.

2. Include Company Information:

All of the most important company information should be presented at the beginning of the invoice. At the start, list your construction company's name, address, phone number, email, and other contact information. You could also include your logo to make the invoice more professional.

3. Include Customer Contact Details

Just like your details, your client's contact information should be on the invoice too.

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4. Assign A Unique Invoice Number

Each invoice needs a unique number. It's helpful for keeping track of bills in the future.

5. Include the Invoice Date

Include the date that you’re sending the invoice in the top section of the document.

6. Break Down Services

A description of the services/products you have provided includes four columns (description, quantity/time, price, and total) recording all the services you have provided.

  • Description: You should briefly write down the services or product names that you have used in the project for the client.

  • Quantity/time: Quantity or number of hours worked

  • Price: List your rate of pay

  • Total: The subtotal for each service.

7. Specify Your Payments Terms

The payment methods your construction company accepts from customers, as well as its terms of payment, will be added to this section. If your construction company has a deferred payment policy, it should also be specified here.

8. Highlight Total Amount Due

Finish with the total amount to be paid, including applicable taxes, discounts, etc. This is the amount that the customer needs to pay you. Make sure this is clearly visible.

Are you ready to get help, or are you still not sure if you need help to run your construction business? Contact Construction Cost Accounting to have a free 15-minute consultation!

In Conclusion

Getting invoicing right is like laying a strong foundation for your construction business. It's simple: clear invoices lead to fast payments, and that means good cash flow. Plus, good invoicing can also help avoid any misunderstandings between you and your clients.

Need more help with invoicing? Check out these easy-to-understand guides: what is an invoice and how to get a client to pay an invoice quickly.

And if you're still feeling a bit stuck with managing your finances, don't worry! Construction Cost Accounting is here to help. We offer a range of services that can make running your construction business a breeze.

For further personalized advice, why not take advantage of a free 15-minute consultation with us? We'd be happy to help you understand more about your business's financial needs and how we can assist. Let's get your invoicing on point and your business thriving!

Are you ready to get help, or are you still not sure if you need help to run your construction business? Contact Construction Cost Accounting to have a free 15-minute consultation!

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