Trades & field services

Invoices and receipts for general contractors

General contractors juggle labor, materials, subcontractors and permits across long jobs, and every draw needs a paper trail the homeowner or developer can follow. Receipt Caker lets you build a clean, itemized invoice or receipt in your browser, with subtotal, tax and totals adding up automatically. Enter your line items, add your logo, and export the finished document to hand or send to the client.

How do general contractors invoice a project?: Receipt Caker is a free online tool general contractors use to build itemized invoices and receipts in the browser. You add line items for labor, materials, subcontractors and permit fees, and the subtotal, tax and total calculate automatically as you type. A live preview shows the finished document, which you export as a free PNG or a watermark-free PDF with your own logo to send the client.
Can you itemize progress draws on one invoice?: Yes. List each phase as its own line item, note the deposit already paid, and the running total updates so the client sees exactly what this draw covers.

Documents general contractors issue

Progress draw invoice

A phase-by-phase bill for a stage of the build, showing labor and materials completed and the draw amount now due.

Deposit receipt

A record of the upfront payment collected before mobilization, so the client has proof and you have a starting balance.

Change order invoice

A separate itemized bill for work added outside the original scope, keeping extras transparent and easy to approve.

Final completion invoice

The closing bill that lists remaining balance, retainage released and any punch-list items settled at handover.

Why general contractors use Receipt Caker

Itemize labor, materials, subs and permit fees on one clean document.
Subtotal, tax and totals calculate automatically as you add line items.
Track deposits and prior draws so the client sees the running balance.
Export a free PNG or a watermark-free PDF with your own logo on Pro.
No signup and all rendering stays in your browser, so job figures stay private.

How the billing workflow works

1
Enter your business and client details
Add your company name, license number, the client, the project address and the invoice date.
2
Add itemized line items
List labor hours, material costs, subcontractor charges and permit fees, each as its own line.
3
Apply deposits and tax
Subtract any deposit already paid and set your tax rate; the balance due recalculates instantly.
4
Export and send
Preview the document, then export a PNG or a branded PDF to email or hand to the client.

Billing a multi-phase build without confusion

A remodel or new build rarely gets paid in one lump sum. You collect a deposit, then bill progress draws as each phase finishes, and clients expect to see exactly what their money bought. An itemized invoice that separates rough-in, framing, finishing and cleanup makes each draw easy to approve.

With Receipt Caker you build that document line by line in the browser. Labor, materials and subcontractor costs each get their own entry, and the subtotal and total update as you type, so the numbers on the page always match the work described.

Keeping materials and labor transparent

Homeowners and developers pay more willingly when they can see the split between materials and labor. Lumping everything into a single figure invites questions, while a breakdown shows the value of the crew alongside the cost of supplies.

Add as many line items as the job needs. Note supplier receipts as material lines, log crew hours as labor, and let the tool total everything so your margin and the client's cost are both clear on the finished invoice.

Handling change orders and deposits

Scope changes are inevitable on construction work. Rather than burying an extra in the main invoice, issue a separate change order document so the client approves the addition on its own terms and there is no dispute at closing.

Deposits work the same way. Issue a receipt the moment you collect the upfront payment, then reference that amount on later draws so the running balance is always accurate. Every document exports as a clean PNG or a branded PDF you keep for your records.

Frequently asked questions

How should a general contractor structure a progress invoice?

Structure a progress invoice around the phase you just completed. Start with your business and license details, the client and the project address, then list the labor, materials and subcontractor costs for that specific stage as separate line items. Note the deposit and any prior draws already paid so the client can see the running balance, then show the amount due for this draw. Keeping each phase on its own invoice, rather than one giant bill at the end, makes approvals faster and disputes rarer. With Receipt Caker you enter these line items in the browser and the subtotal, tax and total calculate automatically, then you export a clean PDF to send. This keeps every draw transparent and gives both you and the client a clear record of what has been billed and what remains.

Do I need separate documents for deposits and change orders?

Yes, and keeping them separate protects you. A deposit receipt records the upfront money a client pays before you mobilize, giving them proof of payment and giving you a documented starting balance to reference on later invoices. A change order is a different animal: it captures work added outside the original contract scope, so it deserves its own itemized document that the client approves on its own. If you bury an extra inside a routine draw, clients often miss it and dispute the charge at closing. Issuing distinct documents keeps the trail clean. Receipt Caker lets you produce each one quickly in the browser, add your logo, and export a PDF, so your deposits, change orders and progress draws all read as professional, consistent paperwork rather than scribbled notes.

Can I add my company logo and license number to the invoice?

You can add both. Your business details, including your license number, go into the header fields alongside your company name, address and contact information, so every document carries the credentials clients and inspectors expect from a licensed contractor. Your logo can be added and appears on the watermark-free PDF export available on the Pro plan, which gives your invoices a polished, branded look that matches the rest of your paperwork. The free PNG export carries a small watermark but still includes all your line items and details. Everything renders in your browser as you edit, so you see exactly how the finished invoice looks before you export it. There is no signup required, and because the rendering happens client-side, your job figures and client information never leave your device unless you choose to send the finished document.

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