Free Subcontractor Invoice Generator
Bill the general contractor for a progress draw — separate labor and materials, note your retainage and prime-contract reference, and download it as a PDF.
Saved invoices
Saved automatically in your browser.
Your business name
INVOICE
INV-001
Billed to
Client name
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Item description | 1 | — | $0.00 |
- Subtotal
- $0.00
- Total
- $0.00
Billing the general contractor for your draw
You're billing the general contractor, not the property owner — so put the GC's company in the client block and name the project or job site at the top of the notes. Break the work into separate line items for labor and materials so the GC's project manager can check each against the schedule of values or the purchase order. Reference the prime contract or PO number in the notes as well, so your invoice matches what they already have on file.
Most subcontracts hold back retainage — commonly 5–10%, though your contract sets the actual figure within any state cap — and there's no dedicated retainage field here. Handle it in the notes: state this draw's amount, the percentage retained, the dollar amount withheld, and the running retained balance you're still owed. Number your invoices in sequence tied to the draw or the month so the GC can reconcile each progress payment against the last.
If your subcontract runs on pay-when-paid or requires a conditional lien waiver with each draw, spell those terms out in the notes field — lien-waiver forms and rules vary by state, so match whatever your GC and their lender require. The Sales Tax preset applies one rate to the whole subtotal after any discount, which fits a draw that's taxable as a lump sum; if only your materials are taxable and labor is exempt, that single rate can't tax just one line, so note the breakdown and check with an accountant. Your draft autosaves in the browser, so next month you update the invoice number, dates, and draw amount and download the new PDF.
A drywall sub's invoice to the GC
Ironwood is a drywall sub working tenant improvements for a general contractor, on a subcontract that sets an hourly rate schedule rather than a lump sum, so the client block holds the GC and the notes carry the prime contract and PO. Labor goes on at the contract rate for each classification — the journeyman and the helper are separate lines, not one blended crew rate — with hours entered to the half hour straight off the signed daily tickets. There is no field for a ticket number or a markup percentage, so the ticket range sits in the description and the agreed material markup is spelled out on the material line itself. The rented lift is rebilled by the day at the rate the GC already approved.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Journeyman drywall finisher — Suite 210 TI, tickets 118-124 (hours) | 62.5 | $74.00 | $4,625.00 |
| Helper — same tickets, stocking and site cleanup (hours) | 38 | $52.00 | $1,976.00 |
| 5/8" type X board, compound and corner bead per supplier tickets — cost plus 12% agreed markup (lot) | 1 | $1,685.00 | $1,685.00 |
| Scissor lift, 19 ft — rebilled at rental cost, GC approved (days) | 5 | $145.00 | $725.00 |
| Subtotal | $9,011.00 | ||
| Sales Tax 7.5% | $675.83 | ||
| Total due | $9,686.83 | ||
Splitting labor by classification lets the project manager check every line against the rate schedule in the subcontract, and keeping the ticket numbers in the descriptions means the hours can be reconciled without a separate cover sheet.
Getting paid on a GC's schedule
GC in the client block
Bill the general contractor's company and AP address in the client block — not the property owner — and name the project or job site at the top of the notes.
Prime contract or PO
There is no PO field, so put the prime contract or purchase order number in the first line of the notes or AP cannot code your invoice to the right subcontract.
Ticket numbers in the description
There is no work-order or T&M ticket field either, so write the signed ticket numbers and the dates worked into each line description — that is what the PM checks your hours against before approving.
Retention math in the notes
Bill the full value earned and use the notes to show the retention percentage, what it holds back this period, and the total retained across the job so far, so the release you invoice at closeout is not a surprise.
Lien waiver and terms
Note which conditional or unconditional lien waiver covers this billing period and whether your subcontract runs pay-when-paid, so your payment terms match the paperwork the GC's lender expects.
How to create an invoice online
- 1
Fill in the details
Add your business info, your client, line items, tax, and an optional logo or discount.
- 2
Watch the live preview
The invoice updates as you type, so you always see exactly what your client will receive.
- 3
Download the PDF
One click generates a clean, professional PDF invoice — free and without a watermark.
A simple invoice maker for freelancers and small businesses
Everything you need to bill a client properly — and nothing you don't. Create an invoice, check the live preview, download the PDF, get paid.
Instant PDF download
Generate a polished A4 invoice PDF in one click — no waiting, no email required.
No sign-up, no watermark
Completely free to use. Your invoice is yours, with no branding stamped on it.
Private by design
Everything happens in your browser. Your invoice data never touches a server.
Logo, tax & discounts
Add your logo, any tax label and rate (VAT, GST, sales tax), and percentage or fixed discounts.
Saves as you type
Your draft is stored locally in your browser, so an accidental tab close loses nothing.
20 currencies
Invoice in USD, EUR, GBP, INR, JPY and more, with correct rounding for each currency.
Frequently asked questions
What's the difference between a subcontractor invoice and a contractor invoice?
A subcontractor bills the general contractor, not the property owner — so the GC goes in the client block, and you reference the prime contract or PO number and the project. The line items and the PDF work the same either way.
How do I show retainage on a subcontractor invoice?
There's no dedicated retainage field, so state it in the notes: the percentage retained on this draw (commonly 5–10%, though your contract sets the figure within any state cap), the amount withheld, and the running retained balance still owed. Keep the same wording each draw so the GC can reconcile.
Should labor and materials be separate line items?
Yes — list labor and materials as their own lines so the GC's project manager can check each against the schedule of values or the PO. Quantities take decimals, so 7.5 hours of labor works, and materials can be entered by unit and rate.
Can I add pay-when-paid or lien-waiver terms?
Put them in the notes field — there's no separate terms field. Lien-waiver forms and rules vary by state, so match whatever your GC and their lender require, and check with an accountant or attorney if you're unsure.