How to Invoice as a US Contractor

What every contractor invoice must include

A professional contractor invoice should clearly show your business name and contact details, the customer's name and address, an invoice number, the date issued and payment due date, an itemised list of labour and materials, and your total amount due.

• Your business name, address, and phone number
• Your EIN (Employer Identification Number) if applicable
• Customer name and job site address
• Unique invoice number for your records
• Itemised labour — hours worked and hourly rate
• Itemised materials — each item with cost
• Sales tax line (if applicable in your state)
• Total amount due and payment due date
• Payment method details (bank transfer, check, etc.)

Sales tax for US contractors

Sales tax rules vary significantly by state and by trade type. In many states, labour charges are exempt from sales tax while materials are taxable. Some states tax the full job. Check with your state's revenue department or a local accountant to confirm your obligations. TradieNotes includes a Sales Tax line you fill in manually before exporting.

Payment terms

The most common terms for contractors are Net 14 (payment due within 14 days) or Net 30. Shorter terms generally get you paid faster. For larger jobs, consider a deposit invoice upfront and a final invoice on completion.

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