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Free contractor invoice template (hours, PO and expenses)

A contractor invoice template bills a company for the hours or days you worked under a contract: your details, the client's company and purchase order number, the dates covered, each line of time with its rate, any agreed expenses, the total and the due date. Fill in the template below and download it as a PDF.

CTR-2026-014

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Your details

Who is sending the invoice

Client details

Who you are billing

Invoice details

Number, dates and currency

Check the invoice number is unique. Changing currency does not convert your amounts.

Work and charges

The work you delivered

Item 1
Item options (added)
Item 2
Item options (added)

Payment instructions

Make it easy for your client to pay

Add bank details, a UPI ID or a payment link.

Add optional details (added)
Tax and GST

Tax applies after the discount. Confirm tax treatment, service codes and declarations with your accountant. General information, not tax advice. CBIC invoice rules reviewed 30 September 2026. This tool does not issue an e-invoice or invoice registration number.

Reference, notes and signature
Amount due$3,689.00USD
PDF previewStudio · A4
Your logo
Your company or name

Your business address

Invoice

CTR-2026-014

Issued: 6 Oct 2026

Currency: USD
Bill to
Client company or name

Client billing address

Project / PO: PO 48213

DescriptionQuantityRateAmount

Data migration work, sprint 2 (timesheet attached)

9
days		$400.00$3,600.00

Software licence bought for the project (receipt attached)

1
expense		$89.00$89.00
Subtotal$3,689.00
Total$3,689.00
Amount due$3,689.00
Notes and terms

Billed against PO 48213. Payment due within 30 days of the invoice date.

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Example of a filled-in contractor invoice, made with the free invoice maker
An example made with the invoice maker above. Your own details replace the sample ones.

Download this contractor invoice template

Prefer to fill it in somewhere else? The same layout, ready to edit.

To open it in Google Docs, upload the Word file to Google Drive and choose Open with Google Docs.

What a contractor invoice needs

Companies that hire contractors usually pay through an accounts payable team that checks every invoice against a contract or a purchase order. Put the purchase order number, the contract name or the project code in the reference field, and the dates the invoice covers, such as 1 to 15 October. An invoice that cannot be matched quickly is the one that waits.

Bill time in the unit your contract uses. If you are paid by the day, show days and your day rate; if by the hour, show hours. Keep one line per piece of work or per period, rather than one large line, so the person approving it can see what they are paying for.

Timesheets and expenses

Many companies ask contractors to attach a timesheet with the dates and hours. Keep your own simple log as you work, and send it with the invoice when the contract asks for it.

Bill an expense only if the contract allows it or the client agreed to it first. Put each one on its own line marked as an expense, at cost, and attach the receipt. Keep expenses separate from your time, because the client's finance team often records them differently.

Contracting for a US company from India

A US company may ask you for a Form W-8BEN before it pays you. The form tells the company that you are not a US person, and you give it to the company, not to the IRS. Large companies often pay on fixed terms, such as 30 days after the invoice date, so check the terms in your contract and put the same ones on the invoice.

If you are registered for GST in India and export the service under an LUT, use the export invoice template instead, which adds the export line and the GST fields.

Questions people ask

What should a contractor put on an invoice?
Your name and address, the client's company and address, an invoice number, the date, the purchase order or contract reference, the dates covered, each line of time or work with its rate, any agreed expenses, the total, the due date and how to pay.
Should I bill by the hour or by the day?
Use the unit in your contract. The template works for hours, days or a fixed amount; change the unit and the rate.
How do I add expenses to a contractor invoice?
Add each expense as its own line at cost, mark it as an expense, and attach the receipt. Only bill expenses the client agreed to.
Is the contractor invoice template free?
Yes. No sign-up, no watermark, and nothing you enter leaves your browser.

Sources: IRS, About Form W-8BEN (checked 4 Oct 2026).

Last checked on 4 October 2026.