When hiring a construction contractor, it’s vital to have an invoice that accurately reflects the completed work.
However, ensuring you get the best possible deal can be challenging – especially if you’re unfamiliar with construction contracts. This post will provide five tips for writing an ideal construction contractor’s invoice.
We will also offer you a free online receipt template in the end. This will help make the process easier and ensure you get the best possible deal.
What are construction invoices?
When payment is due for completed work, a contractor, sub, or supplier will issue an invoice to their client.
Accounts receivable are made possible because of the payment obligation established by invoices. This document serves as a formal record of the sales agreement. Invoicing is the lifeblood of every business.
Typical construction invoices contain the following:
- The date on which the invoice was made.
- Addresses and names of both parties
- Detailed description of the products and services
- The cost and quantity of these products and services
- The conditions of payment
Obviously, each construction company handles billing differently, and the pertinent information on an invoice will vary significantly based on the kind of work being done.
Use accurate and specific measurements when drafting your invoice
When drafting your construction contractor’s invoice, use accurate and specific measurements. This will help ensure that you’re billing for the correct amount of work completed.
Furthermore, it’ll make life much easier for the construction contractor – they won’t have to spend time determining what was accomplished.
Formatting and layout should be simple, straightforward, and easy to understand. Use a consistent font type and size throughout your invoice so that it’s easy for the construction contractor to read.
Additionally, ensure semicolons or commas separate all paragraphs – this will help keep your document organized.
Include all costs associated with the project, such as materials, labor, subcontractors, etc
Including all costs associated with the project will help you get a better price for your services. This includes everything from materials to subcontractors.
Additionally, it’ll make it easier for the construction contractor to invoice you – they won’t have to spend time determining which costs should be included in their invoice. Furthermore, include any applicable taxes and fees that may apply.
Include contact information for both yourself and the construction contractor
When including contact information for yourself and the construction contractor, make sure that each name is spelled correctly and that there are no phone numbers or address errors.
Additionally, include a physical address so that the construction contractor can quickly get in touch with you. In addition, have a contact email address and your business’s website URL, if available.
This will help the construction contractor find information on your company and possibly hire you for future projects.
When recording your invoice’s information, ensure it’s accurate and complete. This will help ensure that the construction contractor is billing for the correct amount of work completed.
In addition to accurately recording work performed, including any relevant details – such as time spent working on a particular project or materials used.
Use concise language when describing tasks and procedures – this will make the document easier to read and understand.
Make sure to include a breakdown of the total cost for each item on your invoice
When preparing an invoice, it’s essential to include a breakdown of the total cost for each item. This will help the construction contractor estimate the cost of materials or services you’ve used.
Specify which currency you’re using – USD or CAD. Additionally, determine what fees and taxes are included.
When preparing your invoice, it’s essential to keep in mind the following points:
Spell each name correctly, and there are no phone numbers or address errors. Include a physical address so that the construction contractor can quickly get in touch with you.
In addition, include a contact email address and your business’s website URL, if available. This will help the construction contractor find information on your company and possibly hire you for future projects.
Be precise when listing your rates and fees
Make sure your rates and fees are clearly outlined on your invoice. Specify the amount you’re charging for each service or product and any applicable taxes and fees.
Make it easy for the construction contractor to understand what they’re paying – use clear, concise language.
Help prevent billing disputes by including detailed descriptions of the work performed.
Include specific information about the completed tasks and procedures – this will help ensure accuracy in billing.
Additionally, include pictures or videos to illustrate details that might be difficult to explain in writing alone.
Keep copies of your invoices, as they will be a valuable business asset.
Keep your invoices clear and concise
A well-written invoice may help eliminate confusion. Disagreement with a customer over billing details may be detrimental to your business relationship. Keep any bills you send out looking polished and clear to avoid confusion.
Keep your invoices easy to read, with concise descriptions of the work performed. Use clear, concise language to list rates and fees.
Include specific information about the completed tasks and procedures so that billing is accurate. In addition, include pictures or videos to illustrate difficult-to-explain details. Finally, ensure copies of your invoices are kept in case of billing disputes.
Put Your Invoices to Work
It is not always a hassle to send out invoices. By adhering to these guidelines, invoicing may be transformed from a necessary evil into an opportunity to wow customers and grow business.
However, rather than being seen as a nuisance, invoices are a chance to strengthen customer ties. The invoice is an excellent opportunity to show your customers that you care about them by using the advice below to make the most of it.
How else have you found to utilize invoices to serve your clients better? Leave your comments below with your ideas!
When is the best time to send your invoice?
The most logical solution to this doubt is as soon as possible. The longer it takes for your invoice to be paid, the tardier it is.
When selling goods
A simpler decision-making process is available. Payment may be cleared before shipment, upon delivery, or on your terms, such as the industry-standard 30-day net.
For services, there is more flexibility
- Many studies have been conducted to determine the optimal day of the week or month to submit an invoice; nevertheless, you will get paid when businesses finish their payment runs. This often occurs at the end of each month, although this is not guaranteed.
- Determine the last day of the monthly bills may be sent for a specific customer or client and submit them by that date.
- The most common payment schedule for projects that stretch over many months is the monthly payment. Typically, at month’s end the preceding month’s expenses.
- As mentioned, invoicing may be scheduled in advance if payments are broken down into stages, such as initial planning, proposal submission, first draught presentation, and final approval and closeout.
- Freelancers taking on a major corporation that pays within 90 days face a substantial financial risk and an unworkable cash flow situation.
You may get around their rigid method and shorten the time it takes to be paid by agreeing to be invoiced either as you go along with the task or even before you start. Even if you urge that they adhere to your payment conditions, their inflexible procedure may make it impossible in certain cases.
In order to minimize unnecessary holdups, you should always verify your invoice for correctness before sending it.
Try to maintain a reputation for promptness, politeness, and precision.
What to do when invoices remain unpaid
A construction company might do everything perfectly and yet have trouble being paid. What steps should a construction company take if they have sent bills but have not yet been paid?
Follow-up on the invoice
Never keep your pain to yourself. As was previously indicated, it is okay to follow up on an unpaid invoice, and most clients are fair enough to discuss the cause for the delay in payment.
When a payment dispute seems imminent, it’s best to discuss the situation in person before taking any further steps.
Furthermore, it may aid in pinpointing the cause of the delay, estimating the time frame in which you may anticipate receiving money and determining the following measures that may be required.
It might be prudent to contact a client many times about a single invoice before taking serious action.
Late payments may require payment demands. A construction company might show their client they’re serious about payment by delivering a notice of intent to lien.
However, lien threats can anger owners and consumers. A notice of intent to lien may help recover payments, but the person sending it must provide proper paperwork.
Demands outside the mechanics lien procedure may also assist. Payment demand letters threatening breach, urgent payment, or retainage claims may help force payment, particularly when delivered by an attorney.
Take action when necessary
A building company must know how to reclaim money when necessary. Mechanics lien claims may be the most potent instrument, and payment bond claims mimic public works recovery.
Both mechanics lien claims and payment bond claims were designed to provide alternatives to costly, delayed, and hazardous litigation. Legal action or small claims court may always work without a lien or bond claim.
Again, employing these technologies to accelerate payment is usually better than using them.