Free subcontractor invoice template
One page, US Letter. Bill one subcontract per invoice.
Subcontractor Invoice
Free template by Aequo AP (aequoap.com)
From (subcontractor, license no.)
To (general contractor, AP contact)
Project name and address
| SOV line / cost code | Description | Scheduled value | % complete to date | Earned to date | Previously billed | This period |
|---|---|---|---|---|---|---|
| Total this period | $ |
| Approved change orders this period (CO no. ____) | $ |
| Gross amount earned this period | $ |
| Less retainage (___%) | $ |
| Net amount due | $ |
Retainage held to date: $__________ Contract balance remaining: $__________
Enclosed: ☐ Conditional waiver for this payment ☐ Unconditional waiver for previous payment ☐ Current certificate of insurance ☐ Certified payroll (if prevailing wage)
Submitted by: ______________________ Date: __________ PM approval: ______________________
Fields a general contractor checks on every subcontractor invoice
A GC approves a sub invoice only when it matches the subcontract and schedule of values, the PM agrees with percent complete, retainage is right, and the waiver and insurance paperwork is current.
| Field | What the GC checks |
|---|---|
| Subcontract / PO number | The commitment exists and has remaining value |
| SOV line or cost code | Billing lands on the right budget line; no line exceeds 100% |
| % complete and earned to date | Matches the PM’s view of the field |
| Change orders | Only approved change orders are billed |
| Retainage | Matches the subcontract rate (and any step-down) |
| Lien waivers | Conditional for this payment; unconditional for the last one |
| Insurance and compliance | Certificate of insurance current; W-9 on file; certified payroll if required |
For general contractors: processing subcontractor invoices
The work after the invoice arrives — coding, approval, retainage, lien-waiver holds and posting to accounting — is where GC AP teams lose the most time.
Aequo Build is built for that work on QuickBooks Online: invoice capture, job and cost-code coding, approval routing, retainage calculated from the subcontract when the invoice is approved, explicit lien-waiver requirements that hold payment, insurance certificate tracking, and a subcontractor portal for uploads and payment status.
Frequently asked questions
What should a subcontractor invoice include?
The subcontract or purchase order number, the GC’s job name and number, the billing period, each schedule-of-values line or cost code with percent complete or quantity, approved change orders, gross amount earned, retainage withheld, previous payments, the net amount due, and the lien waiver and insurance documents the GC requires.
Should a subcontractor send an invoice or a pay application?
Follow the subcontract. Many general contractors require a G702/G703-style pay application or billing through their portal (such as Procore, GCPay or Textura) on commercial jobs, and accept a simpler invoice on small or time-and-materials work.
When are subcontractor invoices due?
The subcontract sets the billing cutoff — often a set day each month so the GC can roll sub billings into its own application to the owner. Late invoices commonly roll to the next cycle.
Why do general contractors reject subcontractor invoices?
The most common reasons are billing past the scheduled value or for unapproved change orders, percent complete the PM does not agree with, wrong retainage, missing or wrong lien waivers, expired insurance certificates, and missing subcontract or cost code references.
Run subcontractor invoices, pay apps and retainage in one place
Aequo Build is construction accounts payable for contractors on QuickBooks Online: invoice capture, approvals, lien-waiver payment holds, invoice-linked retainage and an AIA-style billing register.
Related guides and tools
Sources
Checked on October 21, 2026. Vendor capabilities and prices change; confirm current details with each vendor.
- AIA Contract Documents — FAQ: related payment application forms (G702S/G703S) — AIA publishes subcontractor variations of the payment application
- Procore Support — Add a Subcontractor SOV to a commitment — how subs bill against SOV lines in Procore
- Intuit QuickBooks Support — Enter bills and record bill payments in QuickBooks Online — how a GC records the invoice as a bill coded to a job