Invoice Generator for Contractors

From signed quote to first invoice in one click

Jobs start with a price the customer agrees to. The Quote Generator produces a professional quotation with optional extras shown separately, a validity window and an acceptance line; when the customer accepts, mark it accepted and convert it to an invoice — same lines, same prices, same tax, with the quote number referenced on the invoice. No re-typing, no transposed figures, and a paper trail that proves the final bill matches the approved price.

On site, the paperwork continues: delivery notes (challans) record what actually arrived, purchase orders keep your own buying in the same numbering discipline, and proforma invoices handle customers who need a document before the work is done. Each tool is free and works the same way, so the whole job file tells one consistent story.

Progress billing and deposits, tracked properly

For stage payments, invoice the stage as its own document or invoice the full contract value and record each stage payment in the ledger as it lands — deposit, progress, balance. Either way the generator tracks it: the invoice shows payments received with dates and methods, the remaining balance is always exact, and a PAID stamp appears only when the balance truly clears. Partial payments from awkward customers stop being an accounting headache; they are just lines in the ledger.

Retentions are handled the honest way: invoice the full stage value, record what was actually paid, and the retained percentage simply remains as balance until the retention is released — then record that payment too. Your aging report keeps the retention visible instead of letting it evaporate from the books, which is where most small contractors lose it.

Lines that describe real work

Contractor invoices mix labour, materials and plant: quantities in decimals (2.5 days, 0.5 loads), units you define, per-line discounts where you sharpened a price, and SKU or detail lines for the spec ("600×600 porcelain, batch B"). Taxable flags per line handle the common mixed case — labour taxed, some materials not, or the reverse under your local rules — with tax calculated after discount the way most regimes expect. Variations and extras belong on a debit note against the original invoice, so the contract sum’s history stays auditable instead of quietly edited.

Getting paid from site cabins and kitchen tables

The generator lives in the browser on your phone as happily as on the office PC: raise the invoice at handover, print the payment QR beside the totals so the customer can pay from the document itself, and send by email or WhatsApp from the invoice list. The dashboard’s aging view tells you which balances need a call this week, and the reminder letter templates escalate politely, firmly, then finally — each one accurate because the ledger behind it is accurate.