Free Subcontractor Invoice Template for Specialty Contractors

We're offering a free subcontractor invoice template to help contractors produce accurate invoices when billing for subcontracting work. 

To get your free template, fill out our form (to the right on desktop or above on mobile), and we’ll email it to you immediately.

What’s Included in Our Free Contractor Invoice Template

Our printable, customizable invoice template includes all essential fields for your team to fill in: 

1. Invoice Information

• Unique invoice number

• Invoice date

• Payment due date

2. General Contact Information

• Your company name, address, and phone number

• Client’s name and contact details (homeowner or business name)

3. Invoice Details

• Description of services and materials for work carried out

• Number of hours worked

• Itemized pricing information, including hourly rate (may substitute with flat-rate)

• Subtotal, applicable taxes, discount, and total amount due

4. Sign Off & Terms

• Signature and date fields for the customer and technician/contractor

• Payment terms (including policy on late payments)

You can also use our free online Invoice Generator Tool, which includes the same fields as our PDF template and lets technicians create, save, and email invoices directly from their mobile devices. 

The Drawbacks of PDF Invoice Templates & Free Tools

1. Static & Inflexible → No Real-Time Updates or Documented Approvals

   • A PDF invoice is just a digital piece of paper — it doesn’t update in real-time, track changes to work orders or prices, or flag signature approvals. 

   • If a technician makes a change to an invoice, it won’t be reflected across other parts of the workflow.

2. No Multimedia Support → Disorganized Documentation & Missing Information

   • PDFs are text-only and cannot include photos or videos (for example, of equipment installed).

   • Contractors must store media separately, increasing the risk of losing valuable documentation.

3. Lack of Integration → Laborious Manual Work & Potential Errors

   • PDFs don’t automatically sync with pricebooks, CRM, or the accounting software you use to run your contracting business.

   • Invoice details must be manually transferred to your accounting system, wasting time and increasing the likelihood of errors.

4. Disorganized Communication → Costly Delays in Billing & Payment Collection

   • Sharing invoice information via texts, emails, and phone calls is inefficient and error-prone.

   • Miscommunication can delay issuing invoices and payment collection, result in incorrect invoicing, and payment disputes.

5. Inefficient Tracking System → Failure to Follow Up on Unpaid Invoices

   • Unintegrated PDFs and free tools mean you have to manually track payments and follow up on unpaid bills.

   • Unless a dedicated person keeps on top of this (which is costly and labor-intensive), payments will be delayed and may even slip through the cracks entirely.

6. Using Different Tools → Time-Consuming & More Costly

   • Using service invoice templates, invoice generator tools, or even separate invoicing software is disjointed and takes more time.

   • Having your team work from disparate tools instead of a software solution that manages the entire process quickly and efficiently can be more expensive.

Why Settle for Outdated PDFs or Tools? ServiceTitan Solves These Pain Points

It might be tempting to use Microsoft Word, Microsoft Excel, Google Docs, or Google Sheets to create service or construction invoices. But invoicing using PDF templates or even invoice generator tools is like using a typewriter instead of a laptop — it works to a point, but it’s laborious, inflexible, and can’t be integrated with other business processes.

In the next section, we’ll explain how ServiceTitan’s combined field service and construction software optimizes the billing process for HVAC, plumbing, electrical, and other trades, making invoicing a driving force for growth, efficiency, and revenue generation rather than a source of costly mistakes.

How ServiceTitan Optimizes the Entire Subcontractor Invoicing Process

Because ServiceTitan software integrates and automates all of the essential aspects of invoicing (such as customer information, job orders, estimates, and pricebooks), creating accurate invoices is a streamlined process.

Here’s how it works:

Create Accurate Invoices in Real-Time

ServiceTitan automatically fills in certain fields (invoice number, type, terms, invoice date, payroll date, number of hours worked, subtotal, tax zone, membership discounts), ensuring that the right variables are used for calculating every invoice total, whether you’re working in the field or the office.

Key Invoicing Features 

• Generate Invoices in the Field with Our Mobile App: Technicians can create and customize accurate, professional invoices with payment terms and PO numbers that can be texted or emailed to customers on the spot. The invoice is also printable for shops that don’t want to go paperless.

• Real-Time Invoice Approval: All data is instantaneously available to users, so business owners can observe their techs’ invoice creation in real-time and sign off the final invoice remotely. 

• Request for Signatures: Prompts the tech and customer to provide signatures for work and payment authorization, minimizing the potential for disagreements once the invoice has been delivered. 

• Photos & Videos: Provide a record of the work carried out by including labeled photos or videos, for example, the “before and after” of a repair or installation.

• Accessible Customer Information: All customer details are available with the click of a button. This comes in especially useful for commercial accounts where the tech can instantaneously send an invoice to a landlord, a property manager, and/or a tenant all at once, and know that each has been assigned the correct PO number, too.

• Upselling Opportunities: Optional fields let you add service suggestions, warranty information, membership promotions, etc. This prompts techs to offer additional services on the spot to maximize revenue. 

• Reputation Management: Include automated review requests on all invoices to ensure you receive customer feedback. These can be delivered by text or email immediately after the tech marks the job as complete on their mobile app. 

• Automatic Central Invoice Storage: Invoices are automatically stored in the customer database alongside everything related to that customer (job history, estimates, warranty details, notes, etc), so no important details are lost.

Offer Flexible Instant Payment Options 

With ServiceTitan, techs can offer customers multiple options for accepting payment so you can be paid swiftly.

• Self-Serve Customer Portal: Customers can view job histories and invoices and make online payments, reducing demands on your team.

• Techs can take a picture of a check and auto-deposit it immediately using the mobile app.

• Credit card payments can be processed using a Bluetooth Card Reader with a tap/swipe of the card.

• Google Pay™ and Apple Pay® integration provide another flexible payment method.

• We also offer Financing options, so if a customer applies for and is approved for financing through the estimate, payment is already taken care of.

Integration with Accounting Software

For the many contractors that use QuickBooks, ServiceTitan’s QuickBooks integration means that all transactions (such as purchase orders and invoices), including those carried out in the field, are instantly captured and exported to your QuickBooks account, with no manual re-entry needed.

ServiceTitan also integrates with Sage Intacct and various other accounting software platforms. 

Track & Follow Up on Unpaid Invoices Quickly & Efficiently

While ServiceTitan lets you collect payments instantly, there will always be some invoices that are not paid promptly. 

ServiceTitan helps you track unpaid invoices and chase payment at the appropriate time via the Accounts Receivable Summary Report. 

This shows all the invoices that are yet to be paid and includes fields such as:

• Customer name and phone number

• The outstanding balance

• The outstanding balance for different timeframes:

  • Less than or equal to 30 days

  • For 31-60 days

  • For 61-90 days

  • And so on

You can filter this information and bulk-send payment reminders to customers with outstanding balances, for example, for more than 30 days. Simply select your target audience, craft the email, and send it out. 

Using this report ensures that emails are sent to the correct customer and saves a huge amount of time if you were to track and chase each customer individually.

Easily Manage Your Invoicing Process with ServiceTitan

Cash flow is vital to keep your business operating profitably, and when invoicing isn’t properly executed, it can seriously harm a company’s bottom line. While using a free download or tool to create your invoices is a good starting point, using top-notch software like ServiceTitan helps trade businesses: 

• Create accurate invoices in the field

• Get paid on time

• Improve communication between you, your team, and your customers

• Avoid disputes

• Ensure healthy cash flow and credit lines