Why does my invoice need a PO number?

Because most finance teams match invoices to purchase orders before paying. No PO number usually means no automatic match, and the invoice waits for manual approval. Ask for it before you start the work.

How do I bill for materials?

As their own line items, separate from labour. Use "items" or the relevant unit, and keep the descriptions specific enough that they can be checked against a delivery note.

How do I invoice in stages?

Issue one invoice per stage, each with its own number, and say which stage it covers in the description. If a deposit was taken at the start, apply it on the final invoice so the balance is right.

Can I add late payment terms?

Yes — there is a late payment field that prints on the document. Stating your terms up front is far more effective than raising them after an invoice has gone overdue.

Contractor invoice template

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Your name or business name

Phone

Address

Tax ID

Bill to

Client name

Client email

Client phone

Client address

Tax ID

Invoice details

Number

Issued

Terms

Due

PO number

Line items

How to pay you

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Late payment terms

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About this document

Contractor invoices get paid or delayed on one detail more than any other: the purchase order number. If your client runs a finance department, an invoice without a matching PO number will sit in a queue until somebody chases it. There is a PO field on every invoice here — use it.

Separate labour from materials. Put the day rate or hours as one line and the materials as their own, so a quantity surveyor or site manager can check each against what was agreed. If you are billing in stages, say which stage on the invoice and reference the original quote number.

What belongs on a contractor invoice

Your business name, address and tax or business registration number
The purchase order number, if your client issued one
Labour and materials as separate lines
Days or hours worked, with dates where the client expects them
The stage or phase, for staged billing
Any retention or deposit already held
Payment terms, and what happens if payment is late

This is general information, not tax or legal advice. Requirements differ by jurisdiction and by the kind of work you do — check with your own accountant or tax authority if anything is unclear.

Questions

Why does my invoice need a PO number?: Because most finance teams match invoices to purchase orders before paying. No PO number usually means no automatic match, and the invoice waits for manual approval. Ask for it before you start the work.
How do I bill for materials?: As their own line items, separate from labour. Use "items" or the relevant unit, and keep the descriptions specific enough that they can be checked against a delivery note.
How do I invoice in stages?: Issue one invoice per stage, each with its own number, and say which stage it covers in the description. If a deposit was taken at the start, apply it on the final invoice so the balance is right.
Can I add late payment terms?: Yes — there is a late payment field that prints on the document. Stating your terms up front is far more effective than raising them after an invoice has gone overdue.