What to include on a general contractor invoice
Reference the contract and draw number
Put the contract date and draw sequence (Draw 2 of 5, for example) near the top. Lenders and owners match each request to the schedule of values before releasing funds.
Bill change orders separately
Give every approved change order its own line with its CO number. Mixing extras into the base scope is the fastest way to start a payment dispute.
Show retainage math
If the agreement withholds retainage, display the gross amount earned, the amount withheld, and the net due now. A running retainage total helps at closeout.
Include your license and insurance details
Many owners and municipalities expect to see your contractor license number. Adding it to the invoice header also signals you're a legitimate, insured business.
Example general contractor line items
These sample entries show how to describe general contractor work clearly. Rates are illustrative only; use your own pricing.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Progress draw: framing and rough-in phase (35% of contract) | 1 | $24,500.00 | $24,500.00 |
| Change order #3: add pocket door in hallway | 1 | $1,180.00 | $1,180.00 |
| Dumpster rental and debris haul-off (20-yard) | 2 | $475.00 | $950.00 |
| Project supervision (hours) | 16 | $85.00 | $1,360.00 |
| Subtotal | $27,990.00 | ||
Payment terms for general contractor invoices
Our suggestion: Progress billing by milestone, due Net 10; 10-30% deposit at contract signing.
Sample terms you can paste into the invoice: “Payment due within 10 days of each draw request. Retainage of 5% is held until final walkthrough and punch list completion. Balances over 30 days accrue 1.5% monthly interest.”
Not sure what Net 15 or 2/10 Net 30 mean? Payment terms explained.
General Contractor invoice FAQ
How do general contractors invoice for progress payments?
Most bill against a schedule of values, invoicing the percentage of each phase completed since the previous draw. Attach or reference photos and inspection sign-offs where possible. The owner or lender usually reviews the request before releasing funds.
Should a contractor charge a deposit before starting work?
Deposits are common to cover mobilization and material orders, but some states cap how much a home improvement contractor may collect upfront. California, for example, has well-known limits for residential work. Check your state licensing board's rules before setting a deposit amount.
What is retainage on a contractor invoice?
Retainage is a portion of each payment, often 5-10%, that the owner holds back until the project is substantially complete. It protects the owner against unfinished items. Your invoice should show it clearly so both sides track the amount owed at closeout.