Free Subcontractor Invoice Template & Generator

Subcontractors need to provide clear invoices to general contractors, clients, or project managers that detail labor, materials, and project phases. A professional invoice helps avoid payment delays, supports contract compliance, and builds strong working relationships. With our free subcontractor invoice template and generator, you can create polished PDF invoices in minutes. Automated calculations save time and reduce errors, making it easier to get paid promptly for your work.

What to Include in an Invoice Template for Subcontractor Services

Subcontractor invoices should provide a transparent breakdown of project charges to support fast and accurate payments. They often need to include labor, materials, and contract references.

  • •Subcontractor and contractor information – Include your business name, address, contact details, license number if applicable, and the contractor's contact information.
  • •Invoice details – Add a unique invoice number, issue date, and due date for proper tracking.
  • •Project information – Reference project name, site address, or contract number for clarity.
  • •Itemized labor – List hours worked, rates per hour, and subtotals for different tasks or project phases.
  • •Materials and equipment – Add costs for supplies, rented equipment, or purchased materials.
  • •Taxes and adjustments – Include applicable taxes, retainers, or partial payments already made.
  • •Totals – Show subtotal, deductions, and the final balance due.
  • •Payment terms – Specify accepted payment methods, due dates, retainage policies, and late fee rules.
  • •Notes or disclaimers – Add project-specific notes, compliance details, or a thank-you note.

Why are Invoices Important for Subcontractor Contractors?

Invoices are vital for subcontractors because they ensure financial transparency and document work completed under contracts. A professional invoice protects your business and helps secure timely payments.

  • •Proof of work completed – Documents hours, tasks, and materials for each project.
  • •Faster payments – Clear invoices help contractors and clients process payments quickly.
  • •Contract and compliance support – Invoices serve as financial proof tied to project agreements.
  • •Professional reputation – Well-structured invoices build trust with contractors and project managers.

How to Use This Subcontractor Invoice Template

Our subcontractor invoice generator makes it simple to create detailed invoices that comply with project requirements.

  1. 1Enter subcontractor and contractor details – Add business and client contact information to create a professional header.
  2. 2List project details and services – Include labor hours, materials, and references to project phases or tasks.
  3. 3Apply taxes and adjustments – Account for retainers, partial payments, or change orders.
  4. 4Download invoice in PDF format – Generate a polished PDF invoice ready for email or print delivery.

Why Use a Subcontractor Invoice Template

Subcontractors deal with variable project scopes, labor costs, and materials. A template and generator simplify billing, reduce errors, and improve professionalism.

  • •With our subcontractor invoice template and generator, you can:
  • •Automate calculations and reduce mistakes
  • •Save time compared to manual invoicing
  • •Deliver professional invoices that contractors trust
  • •Maintain clear records for taxes and compliance

Industry-Specific Tips for Subcontractor Invoicing

Subcontractors often work under strict agreements, so invoices should be clear, detailed, and linked to contracts.

  • •Always reference contract details – Tie invoices to specific contract numbers or milestones.
  • •Break down labor and materials – Separate service charges from supply costs to avoid disputes.
  • •Note retainage or retainers – Clearly show amounts withheld until project completion.
  • •Include compliance notes – Add license numbers, insurance info, or regulatory requirements when relevant.

Frequently Asked Questions

It should include subcontractor and contractor details, project reference, itemized labor, materials, taxes, totals, and payment terms.

Invoices should be sent after completing project milestones, at the end of a billing cycle, or when specified in the contract.

An estimate forecasts project costs, while an invoice is the finalized bill for actual labor and materials.

An invoice requests payment for services and materials, while a receipt confirms payment was received.

Use a PDF format with clear headers, project details, itemized services, materials, totals, and terms.

A template allows manual entry, but a generator automates calculations and creates polished invoices instantly.

You enter project details, labor hours, and material costs, and the system calculates totals to generate a professional PDF invoice.

Most invoices can be created in under five minutes, even for complex projects.

Looking for other invoice templates?

Contractor Invoice Template

Construction Invoice Template

Handyman Invoice Template