AvoIndependent Contractor Invoice Template (Free Fillable PDF)
If you work as a 1099 contractor, your invoice is the only document that proves you are a business and not an employee. It needs your own business name, your tax ID or SSN for the client's 1099 reporting, and terms you set, not terms they set.
Free, fillable, US Letter. No email, no sign-up. This template is built for that: a header with your details, a line table that works for hourly and fixed-fee work, and a terms block you can reuse on every client.
What the PDF looks like. The hints in the line table show the lines a independent contractor typically bills; type over them.
Why independent contractor invoices get paid late
Client asks for your W-9 at year end
Your tax ID on the invoice is not required, but when it is there the client's accountant doesn't chase you in January.
Hourly invoices get disputed
“40 hours” is argued; “Mon 3 Mar 6.5 h, Tue 4 Mar 8 h…” is paid. Add a short time log below the lines or attach one.
Net 60 by default
Big clients pay on their schedule unless yours is on the invoice. Net 15 printed in bold moves most of them.
What to include on a independent contractor invoice
- Your legal or DBA name, address, emailThe name the client will put on the 1099.
- EIN or SSN (optional)Include it if you are comfortable; many contractors send a separate W-9 instead.
- Client name and the person who approves invoicesAddress it to the manager who signs off, not “Accounts Payable”.
- Project or statement-of-work reference“SOW #3 — Q2 landing pages” links the invoice to the agreement.
- Hourly lines with dates or fixed-fee milestonesPick one structure per invoice and keep it consistent.
- Expenses billed backMileage, software, travel, each with the receipt amount.
- Payment terms and methodNet 15; ACH or Zelle beats paper checks by about a week.
Example independent contractor invoice
Lines a typical job produces. Labor and materials are separate, and anything already paid is a negative line so the total is the balance due.
| Description | Qty × rate | Amount |
|---|---|---|
| Consulting — week of 3 Mar (time log attached) | 32 h × $85.00 | $2,720.00 |
| Milestone 2 — dashboard delivered and accepted | 1 | $1,500.00 |
| Reimbursable: client site visit mileage | 120 mi × $0.70 | $84.00 |
| Reimbursable: stock photos (receipt attached) | 1 | $49.00 |
| Total due | $4,353.00 | |
How to use the template
- Download the PDFIt is a fillable form: open it in any PDF reader, on a computer or a phone.
- Fill in your details onceBusiness name, contact, license number, terms. Save it as your master copy.
- Add the job and sendChange the client, the lines and the invoice number for each independent contractor job. Export and send by email or text.
Fill it on your iPhone in a minute instead
Avo keeps your clients and your usual line items, so the next invoice is three taps. Your first three documents are free, full-quality PDF, no watermark. Premium from $59.99/year if you invoice often.
Questions
Do independent contractors have to send invoices?
There is no law that says you must, but without an invoice you have no proof of the agreed amount, no due date and nothing to show if the client is audited. Every 1099 contractor should invoice.
Should I put my SSN on the invoice?
Only if you don't have an EIN and the client needs it for the 1099. An EIN is free from the IRS and takes ten minutes; it keeps your SSN off documents that get emailed around.
Can I charge a late fee as a contractor?
Yes, if it is written on the invoice before the work is paid. 1.5% per month is common and legal in most states; check your state's limit.
Hourly or fixed fee — which is easier to invoice?
Fixed fee by milestone. Hourly invoices need a time log and invite questions. If you must bill hourly, attach the log and round to the quarter hour.
Is this template OK for international clients?
Yes. Add your country, state the currency explicitly (USD) and add bank wire details or a PayPal address in the payment terms.