Construction Invoice Template: Free PDF Download

In this post, we share a free construction invoice template to download and use in your construction business.

However, while the template below can work for single-day jobs or one-off services, a PDF invoice template ultimately isn’t going to solve the more complex challenges of the invoicing process in construction work. 

For example:

• Accurately job costing throughout the course of a project

• Creating applications for payment to facilitate progress billing

• Maintaining continuation sheets for multi-day/week/month jobs

• Accessing real-time financials for projects, WIP schedules, balance sheets, etc.

• Manually entering invoice data into accounting systems

Even when used with tools like Microsoft Excel, Microsoft Word, Google Docs, Google Sheets, or other invoicing software, a PDF invoice template does little to help construction companies navigate these frequent challenges.

So, in addition to sharing the free template below, we’ll also walk through how our construction management software, ServiceTitan, solves these challenges and more.

Below, we cover:

• How to download and use our construction invoice template

• How ServiceTitan streamlines invoicing and progress billing for contractors

• Other ways we help contractors with construction project management

How to Download and Use Our Construction Invoice Template

The free invoice form we’ve created for you includes the standardized fields that contractors need, including:

• Client’s name (or business name) and address

• Unique invoice number

• Invoice date

• Payment terms

• Payment due date

• Scope of work

• Line items (code, description, qty, unit price, total) 

• Subtotal, applicable taxes, and total cost/total amount due

• Additional terms, including payment methods, late fees, warranty information, etc.

Simply follow the directions inside to customize it with your company name and contact information (address, phone number, etc.). Then, for each unique job, you can create a custom invoice for that particular client and preserve your template.

However, as we mentioned above, a static PDF invoice format is limited when it comes to solving the process-related challenges of construction invoicing. In the rest of this post, we’ll discuss how ServiceTitan’s construction software transforms the process of construction billing and project management for contractors.

How ServiceTitan Streamlines Invoicing & Progress Billing for Construction

Automate Invoice Delivery and Payment Collection for Small or Single Day Jobs

ServiceTitan offers several features that streamline invoicing and collecting payments for smaller short-term construction jobs. 

Via our mobile app (compatible with Android and iPhone/iOS mobile devices), contractors, technicians, or project managers can: 

• Leverage professional invoice templates to speed up invoice creation 

• Present and send invoices to customers (which automatically include links for customers to pay online via our customer portal)

• Accept check and credit card payments 

• Collect signatures

• Closeout jobs

At every step, this data is accessible back at the office in real-time. Office staff can do all of the above from our web-based desktop app as well, where they also have advanced settings options for defining payment terms, setting up ACH payments, and more.

These features offer built-in accountability, ensure invoices get to customers, and increase customer satisfaction by offering self-serve options to pay online. Plus, this allows your business to get paid faster and maintain cash flow.

Manage and Execute AIA®-Style Progress Billing for Bigger Projects

For contractors doing multi-day/week/month construction projects, we also have robust workflows designed for streamlining AIA®-style progress billing.

Continuation sheets can be automatically generated based on project estimates and easily turned into applications for payment at each phase of the billing cycle, saving contractors and project managers a ton of time on what is usually a tedious process.

Access Invoice & Accounting Data in Real-Time While Reducing Manual Data Entry

Sending, receiving, and paying invoices is automatically tracked within our cloud-based platform. This means job costing data can be viewed in real-time. Contractors and office staff can see an up-to-date picture of customer balances and outstanding invoices at any time.

In addition, there’s no need to manually enter each invoice into your accounting system. Users can simply batch export invoices over to their accounting system at the end of each day. 

ServiceTitan makes accounting processes simple and scalable as your business grows.

Coordination Among Team Members

While accounting systems such as QuickBooks can show you certain invoice statuses, they primarily show these from the customer's perspective (i.e. when the invoice was sent, viewed, paid, and deposited).

However, from your team’s perspective, there’s no way to see whether an invoice has been reviewed yet. Therefore, when viewing an invoice, there’s no way to easily answer: Did I already review this invoice for accuracy? Did someone else on the team review it? 

In contrast, ServiceTitan offers the invoice statuses mentioned above while also allowing you to mark invoices with review statuses, including:

• Needs review

• On hold

• Reviewed

Plus, you can assign team members to review an invoice. 

For example, if you’re an executive or business owner and want someone on your staff to review the job details of the invoice, looking into whether the job was profitable, etc., you can assign that invoice review to someone on your team. That team member will then receive an automated notification that you’ve assigned them that task.

This type of team coordination is invaluable for many businesses, and there aren’t currently features in QuickBooks that allow for the equivalent of this. 

Shorten Job Costing Workflows

Within ServiceTitan, it’s much easier to figure out how much you made on a job because it’s easy to view job costing data from an individual invoice.

Specifically, when viewing an invoice, you’re two clicks away from the job costing page associated with that invoice. This includes an at-a-glance summary of:

• Invoice total

• Tax

• Labor burden

• Materials

• Purchase order

• Equipment

• Margin (total revenue, total cost, gross margin, gross margin %)

Not only is this page available in real-time (per all the features we’ve discussed above), but it’s automatically calculated for you and much easier to access compared to platforms like QuickBooks. 

As a result, you can resolve job costing issues faster and better protect your bottom line.

Accomplish Much of What’s Done in Your Accounting Platform with a User-Friendly Interface

In addition to the advantages we’ve discussed, our platform offers features comparable to traditional accounting software but with a more user-friendly interface, seamlessly integrated within your business operations. 

For example:

• Mass Actions: Users can make mass selections and perform actions such as emailing and printing invoices, or charging interest for delayed payments.

• Customer Payments: Users can charge credit cards, or see when credit cards fail and follow up with customers to resolve payment issues.

• Applied Statuses: Users can track and ensure that all payments received from customers have been applied appropriately to invoices.

These same features for tracking, making mass selections, and taking mass actions are also available on the Accounts Payable side to track and pay your vendor bills. 

Other Ways ServiceTitan Helps Facilitate Construction Project Management

Track & Manage Individual Projects from the Project Overview Dashboard

When a new project is created in ServiceTitan, a project overview page is automatically generated. From this dashboard, contractors and project managers can: 

1. View high-level project information (project name and description, contract dates and timelines, job site details, etc.).

2. View open tasks, and log and assign new tasks. 

3. Initiate key project actions such as generating estimates, purchase orders, applications for payment, invoices, and more.

In addition, users can access detailed project financials (discussed below), and a project audit trail including events, notes, and files relevant to the job (RFI docs, submittals, etc.).

Build Estimates with Accurate Pricing

Project estimates allow you to build detailed construction estimates by adding all of the specific tasks, equipment, and materials that will be needed to do the work. Users have the option to draw from pre-built job estimate templates or build estimates from scratch. 

Tasks, materials, and equipment can all be tagged with color-coded project labels to organize the project details and make everything easy to visualize. In addition, pricing and markups for each line item are automatically calculated based on the most up-to-date prices in your pricebook. 

Once an estimate is complete, it can be printed, emailed, or exported in PDF format and sent to the client. Additional estimates can be created as needed throughout the project.

Initiate Requisition & Purchase Orders

When an estimate is sold, all of the details you’ve set up in the estimate are automatically integrated into the rest of the project management workflow. You can initiate a requisition of equipment and materials from within your sold estimate.

For example, let’s say at the beginning of a project, you want to start ordering your permits and materials for the job — you can select those items within your estimate, which will lead you through a workflow to create the purchase orders you’ll need. 

In the purchase order workflow, the line items are automatically populated from your estimate. You can simply select your vendors and shipping locations for each material to complete your order details. 

Then, you can save that order to create a transaction and send those purchase orders to your vendors — without ever leaving ServiceTitan. 

Automate Project Financials & Job Costing

As you progress through the job lifecycle — creating purchase orders, logging labor hours, processing change orders, receiving progress payments, and so on — ServiceTitan leverages automation to provide up-to-date project financials and job costing.

Instead of constantly needing to update a series of spreadsheets every time labor costs and material costs are incurred, this is done automatically for you in real-time, based on work that’s completed and entered into the system. 

If we continue with our example from above, and you’ve made your initial purchase order of permits and materials, your project summary table is updated to reflect those expenses:

Furthermore, you can view a detailed breakdown of your actual costs versus your budgeted costs.

This will automatically update as you accumulate expenses from materials, equipment, and labor hours. It will display your margins in dollar and percent form to help you track job costs and profitability throughout your project. 

You can also access a table breaking down your expenses in further detail:

You can click on any line item and see the exact source of where that expense came from (e.g., which technician logged those hours, or which purchase orders and vendors a given set of materials came from). This allows you to easily check your numbers and feel confident in your data sources.

Get a Personalized Demo of ServiceTitan Construction Software

What we’ve covered above is just a glimpse into the many features that ServiceTitan offers for facilitating construction work. We also offer broader construction business reporting, timesheets, inventory management, and more.