Free time and materials invoice template
Fill it in right on this page, then print it or save it as a PDF to send. For jobs you bill by the hour plus materials (T&M). Billing one set price instead? Use the free invoice template.
Nothing you type leaves your device. Everything you type into the invoice stays in this browser tab. What you type isn't uploaded, saved, or sent anywhere, so refreshing or closing the page clears it. Save as PDF before you close it.
What to put on a time and materials invoice
A time and materials invoice bills the hours you worked at your hourly rate, plus the materials you used. List labor by date with hours and rate, list each material at cost or with the markup you agreed, then show the subtotal, any tax, the deposit paid, the balance due and a due date. Attach receipts if you agreed to.
- Labor by date. One line per day: what you did, the hours, your rate and the line total.
- Materials, and how they're billed. Each item with its quantity and cost, plus a markup only if the customer agreed to one.
- Receipts. If you agreed to show them, attach copies and tick the box.
- Trip or equipment charges. Only what the estimate said, each on its own line.
- Tax, deposit and balance. Tick what the tax rate applies to, subtract the deposit, and show the balance due.
- Due date and how to pay. A real date and every way you accept payment.
This is a general template, not legal or tax advice. Rules on invoicing, late fees, and sales tax vary by state and trade, so check what applies to you.
Your invoice
INVOICE
Labor
| Date | Work done | Hours | Rate | Line total |
|---|---|---|---|---|
Labor subtotal $0.00 | ||||
Materials
| Item | Qty | Unit price | Markup % (optional) | Line total |
|---|---|---|---|---|
Materials subtotal $0.00 | ||||
Other charges (optional)
| Description | Amount | Line total |
|---|---|---|
Other subtotal $0.00 | ||
| Subtotal | $0.00 |
| Tax rate % on tickedTax | $0.00 |
| Total | $0.00 |
| Less deposit / paid | $0.00 |
| Balance due | $0.00 |
The estimate or approval line should show your rate and how materials are billed, as the customer approved them. Hourly rate: your hourly rate. Unit price: your cost from the receipt if you bill at cost or cost plus markup; otherwise your set price. Markup: only if agreed; leave it blank otherwise. Receipts: if you agreed to show receipts, attach copies and cover card numbers. Tax: what's taxable and the rate vary by state; check yours or ask a tax preparer. A customer-supplied item can be listed at $0 with "customer-supplied".
For due dates and wording, see invoice payment terms.
How to fill in each part
Labor: one line per day
Write the date, what you did, the hours, and your hourly rate on each line. If a helper worked, say who on that line. Round time the way the estimate said, and the page adds up the labor subtotal.
Materials: at cost or with markup
Bill materials the way the estimate said: at cost, at cost plus a stated markup, or at your set price. Put the unit cost from the receipt (or your set price, if that's how the estimate priced materials), and fill in the markup column only if the customer agreed to one; leave it blank otherwise. For the math and wording, see material markup. A part the customer bought goes on as "customer-supplied" at $0.
Receipts
If you agreed to show receipts, attach copies, cover card numbers, and tick the box so the customer knows they're included. Either way, keep them with the job.
Trip, equipment and disposal
These rows are optional. Add only what the estimate said, worded the same way ("Trip charge, as on the estimate"). Empty rows don't print.
Tax, deposit, balance and due date
What's taxable varies by state; check yours or ask a tax preparer. Then enter the rate and tick each section it applies to: labor, materials, other. Enter any deposit already paid, and the page shows the balance due. Write a real due date next to it; see invoice payment terms for wording.
Example only: a filled-in time and materials invoice
Example only: every rate, cost and markup is a [placeholder]. Nothing here suggests a rate.
| Date | Work done | Hours | Rate | Line total |
|---|---|---|---|---|
| 10/14 | Find leak, replace shutoff valve | 2.5 | $[rate] | $[2.5 × rate] |
| 10/15 | Patch and finish drywall | 1.5 | $[rate] | $[1.5 × rate] |
| Item | Qty | Unit cost | Markup % | Line total |
|---|---|---|---|---|
| Shutoff valve | 1 | $[cost from receipt] | [markup if agreed] | $[line total] |
| Customer-supplied: faucet | 1 | $0 | $0.00 |
| Subtotal | $[labor + materials] |
| Tax (check your state) | $[if any] |
| Less deposit | -$[deposit] |
| Balance due by [date] | $[balance] |
Before the job: put the T&M terms on the estimate
Put your hourly rate, how you round time, and how materials are billed on the estimate, so the invoice holds no surprises. Cover these:
- Your hourly rate.
- How you round time.
- How materials are billed: at cost, at cost plus a stated markup, or at your set price.
- Any trip or equipment charges.
- A rough range of hours, and a point where you'll check in before going further (a not-to-exceed amount, if you agree one).
- Changes in writing; see change orders.
For the rest of the estimate, see how to write a contractor estimate. Contract rules vary by state, so check yours.
Time and materials vs a fixed price
A fixed price is one number for a defined job; time and materials bills what the job actually took. A fixed price fits work you can see and measure before you start. Time and materials fits repairs and jobs where you can't see the whole scope until you open it up. For how estimates, quotes and bids differ, see estimate vs. quote vs. bid.
Frequently asked questions
What is a time and materials (T&M) invoice?
It's a bill for the hours worked at an agreed hourly rate plus the materials used, rather than one fixed price. It suits jobs where the work can't be fully priced up front; see time and materials vs a fixed price.
How do I show hours and rate on an invoice?
Use one line per day with the date, what you did, the hours, your rate and the line total, then a labor subtotal. Round time the way the estimate said.
Can I add a markup to materials on a T&M invoice?
Bill materials the way you agreed: at cost, at cost plus a stated markup, or at your set price. Keep the receipts either way. See material markup for the math and wording.
Do I need to attach receipts?
If you agreed to show them, yes: attach copies and tick the box on the sheet. Either way, keep them with the job.
Is labor taxable on a time and materials invoice?
It varies by state, and sometimes by type of work. Check with your state's tax agency or ask a tax preparer, then tick what the rate applies to on the sheet.
More templates and guides
Billing one set price? Use the free invoice template, or see invoice templates by trade. For longer jobs billed in stages, see progress invoicing. New to invoicing? Read how to write an invoice. When they pay, use the payment receipt template.
Doing this from your phone
Pencilslip is an estimates and invoices app for solo tradespeople. The free version works today in your phone's browser: estimates, invoices, job photos, your own payment link, and a PDF you can send. No account needed. Free: no cap on the number of estimates or invoices on this device. It saves only in this browser on this device, so download a backup from Settings now and then.
The full app isn't out yet. Founding access is open: pre-order your first year of Pencilslip for $29, with a full refund automatically if early access isn't open by December 15, 2026 and you haven't agreed to a new date. Your year starts the day early access opens, planned for no later than December 15, 2026. See Pencilslip pricing for both options. Not ready to pre-order? Join the free waitlist below to get an email when the full app opens. You don't need it to use the free version.