Free Subcontractor Invoice Template

Fully editable with custom branding and pre-written offering. Send and get paid online.

Free Subcontractor Invoice Template

Fully editable with custom branding and pre-written offering. Send and get paid online.


/5 - votes
Downloaded times
Use template
Legally vetted
Track opens & views

First Name
Last Name
Acme LLC.
First Name
Last Name
Corporation Corp.
First Name
Last Name
Acme LLC.
First Name
Last Name
Corporation Corp.

Free Subcontractor Invoice Template

Fully editable with custom branding and pre-written offering. Send and get paid online.

Free Subcontractor Invoice Template

Fully editable with custom branding and pre-written offering. Send and get paid online.

Bonsai has helped create 1,023,928 documents and counting.

Trusted by 500,000+
business owners

Date: March 8th 2023



Acme LLC.

Corporation Corp.

This Contract is between Client (the "Client") and Acme LLC, a California limited liability company (the "Coach").

The Contract is dated January 23, 2023.


1.1 Project. The Client is hiring the Coach to develop a coaching relationship between the Client and Coach in order to cultivate the Client's personal, professional, or business goals and create a plan to achieve those goals through stimulating and creative interactions with the ultimate result of maximizing the Client's personal or professional potential.

1.2 Schedule. The Coach will begin work on February 1, 2023 and will continue until the work is completed. This Contract can be ended by either Client or Coach at any time, pursuant to the terms of Section 4, Term and Termination.

The Coach and Client will meet by video conference, 4 days per month for 2 hours.

1.3 Payment. The Client will pay the Coach an hourly rate of $150. Of this, the Client will pay the Coach $500.00 (USD) before work begins.

1.4 Expenses. The Client will reimburse the Coach's expenses. Expenses do not need to be pre-approved by the Client.

1.5 Invoices. The Coach will invoice the Client in accordance with the milestones in Section 1.3. The Client agrees to pay the amount owed within 15 days of receiving the invoice. Payment after that date will incur a late fee of 1.0% per month on the outstanding amount.

1.6 Support. The Coach will not be available by telephone, or email in between scheduled sessions.


- A coaching relationship is a partnership between two or more individuals or entities, like a teacher-student or coach-athlete relationship. Both the Client and Coach must uphold their obligations for the relationship to be successful.

- The Coach agrees to maintain the ethics and standards of behavior established by the International Coaching Federation (ICF).

- The Client acknowledges and agrees that coaching is a comprehensive process that may explore different areas of the Client's life, including work, finances, health, and relationships.

- The Client is responsible for implementing the insights and techniques learned from the Coach.


3.1 Overview. This section contains important promises between the parties.

3.2 Authority To Sign. Each party promises to the other party that it has the authority to enter into this Contract and to perform all of its obligations under this Contract.

3.3 Coach Has Right To Give Client Work Product. The Coach promises that it owns the work product, that the Coach is able to give the work product to the Client, and that no other party will claim that it owns the work product. If the Coach uses employees or subcontractors, the Coach also promises that these employees and subcontractors have signed contracts with the Coach giving the Coach any rights that the employees or subcontractors have related to the Coach's background IP and work product.

3.4 Coach Will Comply With Laws. The Coach promises that the manner it does this job, its work product, and any background IP it uses comply with applicable U.S. and foreign laws and regulations.

3.5 Work Product Does Not Infringe. The Coach promises that its work product does not and will not infringe on someone else's intellectual property rights, that the Coach has the right to let the Client use the background IP, and that this Contract does not and will not violate any contract that the Coach has entered into or will enter into with someone else.

3.7 Client-Supplied Material Does Not Infringe. If the Client provides the Coach with material to incorporate into the work product, the Client promises that this material does not infringe on someone else's intellectual property rights.


This Contract is ongoing until it expires or the work is completed. Either party may end this Contract for any reason by sending an email or letter to the other party, informing the recipient that the sender is ending the Contract and that the Contract will end in 7 days. The Contract officially ends once that time has passed. The party that is ending the Contract must provide notice by taking the steps explained in Section 9.4. The Coach must immediately stop working as soon as it receives this notice unless the notice says otherwise.

If either party ends this Contract before the Contract automatically ends, the Client will pay the Contractor for the work done up until when the Contract ends. The following sections don't end even after the Contract ends: 3 (Representations); 6 (Confidential Information); 7 (Limitation of Liability); 8 (Indemnity); and 9 (General).


The Client is hiring the Coach as an independent contractor. The following statements accurately reflect their relationship:

- The Coach will use its own equipment, tools, and material to do the work.

- The Client will not control how the job is performed on a day-to-day basis. Rather, the Coach is responsible for determining when, where, and how it will carry out the work.

- The Client will not provide the Coach with any training.

- The Client and the Coach do not have a partnership or employer-employee relationship.

- The Coach cannot enter into contracts, make promises, or act on behalf of the Client.

- The Coach is not entitled to the Client's benefits (e.g., group insurance, retirement benefits, retirement plans, vacation days).

- The Coach is responsible for its own taxes.

- The Client will not withhold social security and Medicare taxes or make payments for disability insurance, unemployment insurance, or workers compensation for the Coach or any of the Coach's employees or subcontractors.


6.1 Overview. This Contract imposes special restrictions on how the Client and the Coach must handle confidential information. These obligations are explained in this section.

6.2 The Client's Confidential Information. While working for the Client, the Coach may come across, or be given, Client information that is confidential. This is information like customer lists, business strategies, research & development notes, statistics about a website, and other information that is private. The Coach promises to treat this information as if it is the Coach's own confidential information. The Coach may use this information to do its job under this Contract, but not for anything else. For example, if the Client lets the Coach use a customer list to send out a newsletter, the Coach cannot use those email addresses for any other purpose. The one exception to this is if the Client gives the Coach written permission to use the information for another purpose, the Coach may use the information for that purpose, as well. When this Contract ends, the Coach must give back or destroy all confidential information, and confirm that it has done so. The Coach promises that it will not share confidential information with a third party, unless the Client gives the Coach written permission first. The Coach must continue to follow these obligations, even after the Contract ends. The Coach's responsibilities only stop if the Coach can show any of the following: (i) that the information was already public when the Coach came across it; (ii) the information became public after the Coach came across it, but not because of anything the Coach did or didn't do; (iii) the Coach already knew the information when the Coach came across it and the Coach didn't have any obligation to keep it secret; (iv) a third party provided the Coach with the information without requiring that the Coach keep it a secret; or (v) the Coach created the information on its own, without using anything belonging to the Client.

6.3 Third-Party Confidential Information. It's possible the Client and the Coach each have access to confidential information that belongs to third parties. The Client and the Coach each promise that it will not share with the other party confidential information that belongs to third parties, unless it is allowed to do so. If the Client or the Coach is allowed to share confidential information with the other party and does so, the sharing party promises to tell the other party in writing of any special restrictions regarding that information.


Neither party is liable for breach-of-contract damages that the breaching party could not reasonably have foreseen when it entered this Contract.


8.1 Overview. This section transfers certain risks between the parties if a third party sues or goes after the Client or the Coach or both. For example, if the Client gets sued for something that the Coach did, then the Coach may promise to come to the Client's defense or to reimburse the Client for any losses.

8.2 Client Indemnity. In this Contract, the Coach agrees to indemnify the Client (and its affiliates and their directors, officers, employees, and agents) from and against all liabilities, losses, damages, and expenses (including reasonable attorneys' fees) related to a third-party claim or proceeding arising out of: (i) the work the Coach has done under this Contract; (ii) a breach by the Coach of its obligations under this Contract; or (iii) a breach by the Coach of the promises it is making in Section 3 (Representations).

8.3 Coach Indemnity. In this Contract, the Client agrees to indemnify the Coach (and its affiliates and their directors, officers, employees, and agents) from and against liabilities, losses, damages, and expenses (including reasonable attorneys' fees) related to a third-party claim or proceeding arising out of a breach by the Client of its obligations under this Contract.


9.1 Assignment​. This Contract applies only to the Client and the Coach. Neither the Client nor the Coach can assign its rights or delegate its obligations under this Contract to a third-party (other than by will or intestate), without first receiving the other's written permission.

9.2 Arbitration. As the exclusive means of initiating adversarial proceedings to resolve any dispute arising under this Contract, a party may demand that the dispute be resolved by arbitration administered by the American Arbitration Association in accordance with its commercial arbitration rules.

9.3 Modification; Waiver. To change anything in this Contract, the Client and the Coach must agree to that change in writing and sign a document showing their contract. Neither party can waive its rights under this Contract or release the other party from its obligations under this Contract, unless the waiving party acknowledges it is doing so in writing and signs a document that says so.

9.4. Noticies.

(a) Over the course of this Contract, one party may need to send a notice to the other party. For the notice to be valid, it must be in writing and delivered in one of the following ways: personal delivery, email, or certified or registered mail (postage prepaid, return receipt requested). The notice must be delivered to the party's address listed at the end of this Contract or to another address that the party has provided in writing as an appropriate address to receive notice.

(b) The timing of when a notice is received can be very important. To avoid confusion, a valid notice is considered received as follows: (i) if delivered personally, it is considered received immediately; (ii) if delivered by email, it is considered received upon acknowledgement of receipt; (iii) if delivered by registered or certified mail (postage prepaid, return receipt requested), it is considered received upon receipt as indicated by the date on the signed receipt. If a party refuses to accept notice or if notice cannot be delivered because of a change in address for which no notice was given, then it is considered received when the notice is rejected or unable to be delivered. If the notice is received after 5:00pm on a business day at the location specified in the address for that party, or on a day that is not a business day, then the notice is considered received at 9:00am on the next business day.

9.5 Severability. This section deals with what happens if a portion of the Contract is found to be unenforceable. If that's the case, the unenforceable portion will be changed to the minimum extent necessary to make it enforceable, unless that change is not permitted by law, in which case the portion will be disregarded. If any portion of the Contract is changed or disregarded because it is unenforceable, the rest of the Contract is still enforceable.

9.6 Signatures. The Client and the Coach must sign this document using Bonsai's e-signing system. These electronic signatures count as originals for all purposes.

9.7 Governing Law. The validity, interpretation, construction and performance of this document shall be governed by the laws of the United States of America.

9.8 Entire Contract. This Contract represents the parties' final and complete understanding of this job and the subject matter discussed in this Contract. This Contract supersedes all other contracts (both written and oral) between the parties.



Acme LLC.

Corporation Corp.
Table of contents

What is a Subcontractor Invoice?

A subcontractor invoice is a document that independent contractors use to collect payments for services provided. It usually breaks down the services, costs, and compensation policies for a project. 

Sending a professional invoice on time helps you to track payments, protect your business, file taxes, and say goodbye to cash flow woes.

A comprehensive invoicing process helps you:

  • Identify: outstanding debit invoices and debtors
  • Gather: key information for preparing tax reports
  • Track: client payments, due dates, and missed payments
  • Record: important financial information 

Whether you run a contracting business or are a solo subcontractor, take business invoicing into your own hands for business growth and financial stability. 

Note: Sign up to Bonsai today to create an invoice using a free contractor invoice template like this one, send invoices, track and receive payments—all from the same platform. 

What to Include in the Subcontractor Invoice

A subcontractor usually creates an hourly invoice for one-off jobs or a project-based invoice for larger projects. In the case of long-term subcontracting, a recurring invoice is normally the solution.

However you choose to charge for your services, you need to ensure you’re including all the necessary invoice sections—add these elements to ease payment collection.

Include ‘invoice’ at the top

Your client’s accounting team receives hundreds of documents every day—from purchase orders to credit notes to quotes. You need to ensure the accounitng team knows what they’re dealing with as soon as it lands in their inbox.

Use a bigger font size and bold text to highlight ‘invoice’ at the top of the document. This will help your client identify the document and process payments faster.

Business information

Want to keep your business on its A-game? Start your invoice with a professional business logo and trading name. This section helps communicate your professionalism and credibility.

 Here is what you can add to this section:

  • Legal name: of your business
  • Business address: the address your business is registered at
  • Contact details: for easy communication in case of queries or disputes

If you’re stretched for time and resources, you’ll find it tricky to keep up with invoicing—espoecially when starting from scratch every time. Take advantage of customizable invoice templates to speed things up.

Client information

Including the client’s contact info is essential when invoicing—it must be clear who the invoice is meant for. Otherwise, you risk having your invoice rejected and payment delayed. 

Add the client’s business name, address, and phone number. Most clients want to claim VAT charges and have legal business payment proof, so this is as much for them as it is for you. 

Invoice date and number

Inconsistent documents can quickly bury you deep in paperwork. That’s why it’s essential to send a timely invoice with invoice date and number for tracking. 

Wave goodbye to frantic searching by assigning invoice numbers and adding dates. Here’s how to go about it:

  • Invoice number: Use a chronological number series for invoices. Another way to do this is to combine a unique customer number (72) and job number (001) to create a unique invoice number (#72-001).
  • Invoice date: Always include the day you send out an invoice and a due date in line with payment terms. For example, if payment terms call for payment withing a calendar week, your invoice should have a due date exactly 7 days from the send-out date. Remember to use international date formats (February 2, 2022) for international clients.

These details help ensure your invoice ticks all the boxes first time round, and helps when it comes to organizing everything for accounting purposes.

Service details 

You always want to aim to provide details on what exactly you’re billing for. This helps the client identify what they’re paying for and enables them to better understand the value of your services. It limits confusion when it comes to payment, and provides a professional approach to projects.

Use this section to talk about:

  • Service details: include a brief description of key services offered
  • Service date: outline the period of contractor services
  • Description: add a clear and detailed description of services rendered
  • Billing rate: specify whether you are billing by hours or a flat rate
  • Quantity: mention number of hours or quantity of products with unit price
  • Unit price: calculate the total cost of each service or product
  • Invoice terms: clarify currencies when working with international clients and don’t forget to late payment fees

The layout of this section is key for ensuring it’s easy-to-understand and digest. You don’t want clients to be joining dots—you want to guide them from start to finish.

Total amount payable

Once you’ve detailed the different services and their associated costs, you’re ready to communicate a final price. Your clients’ finance team crunch the numbers all day, every day—you don’t want to add to their workload. 

Use the space below service details to highlight the total amount payable for your services. Consider doing this in big and bold letters to catch your clients attention. This way you save your client’s time and provide a neat and detailed pricing section.

Payment terms

Running the show involves balancing a lot of different plates—onboarding new clients, sending proposals, creating agreements, providing contractor services, and so much more. You need to ensure you’re paid on time to keep everything running smoothly—the last thing you need is another spinning plate. 

Add the right terms and conditions to contractor invoices to encourage early payment and optimize cash position. Here are some common payment terms to consider:

  • Payment methods: that you accept i.e. online, cash, credit card, or check
  • Payment instructions: for making cheque or online payments—for example, mention where they can go to pay online or who they make the check out to
  • Payment schedule: to mention deadlines for making payments
  • Late payment fees: for not paying on or before the payment due date
  • Early payment discount: that clients can enjoy if they pay within a certain time
  • Disclaimers: specify whether you offer a service warranty or money-back guarantee

These terms help ensure you’re always protected when it comes to payment.

Thank you note

You want clients to settle up with a smile—the best way to do is to be polite and thank them at the end of an invoice. 

A short and personalized message from you adds warmth both to the invoice and your relationship with the client. You can also ask for testimonials or remind clients about your referral program in this section.

How to Write a Subcontractor Invoice

Creating invoices is an important part of running a contractor business smoothly. That being said, you don’t want to spend all your time at a desk—use contractor invoice templates to automate invoice processes and accounting software to ease payment processing. 

Now that you know what subcontractor invoices must include, let’s take a look at how to put it all together.

Understand client expectations

To avoid unnecessary delays, consider speaking to the client and making a proforma invoice. 

Knowing what they’re looking for helps you provide the necessary information and prevent misunderstandings. This is especially applicable when you create a new invoice or offer specialized services—everyone needs to be on the same page about payment details and terms.

Personalize professional invoices

Personalization is great for business relationships—one way to do this is to use subcontractor invoice templates. Show your appreciation for and understanding of the client’s business with a personal touch. 

The best way to do this is with branding and logos, which you can easily add to all invoice templates with a click of a button. You can also mention how a project enhanced your expertise and values to show the client you’re invested in your work

Organize invoicing processes

Multi-tasking is the enemy of focus, you surely know this by now. If you can’t streamline invoice management, you’ll be sacrificing the precious time you have. 

Instead of starting from scratch every time, use a free invoice template and customize it on a case-by-case basis. Bonsai helps you send professional invoices, track payment schedules, invoice status, and schedule automated reminders for ongoing payments. 

Give it a final once over

No matter how many invoice you’ve sent in the past, it’s never a bad idea to proofread your invoice. This ensures that your invoice is entirely correct and free from any silly mistakes that could make a big difference.

One way to avoid these silly mistakes is with a free template for your invoices—it’s really easy to get started.

Creating a Subcontractor Invoice is Simple with Bonsai

You can’t rely on a one-size-fits-all approach for subcontractor invoices. The key is to have a process in place that you can modify quickly and easily. 

Try automated invoicing with Bonsai to create invoices using free, ready-to-use, and customizable invoice templates. Have one less thing to worry about and run vital business errands on the go!

Here’s how to get started:

  1. Sign up for free to Bonsai
  2. Find a subcontractor invoice template
  3. Customize the contractor invoice template as per your needs

Make your subcontracting business a success with Bonsai’s features, such as:

  • Invoice read receipts
  • Multiple languages and currencies
  • Comprehensive business finance overview
  • Automatic payment reminder scheduling
  • Highlighted invalid numbers or missing information 
  • Secure SSL communication for data encryption

The all-in-one business solution is already helping 500,000+ freelancers and SMBs streamline their business processes. Sign up today and access your professional invoice template—plus much, much more.

Subcontractor Invoice FAQs

What is a subcontractor invoice?

A subcontractor invoice breaks down the contractor’s services and project cost, and lays down payment terms. 

Make life easier by using a contractor invoice template to organize business finances and manage invoicing better. Find out more about creating invoices here.

How do you write a subcontractor invoice?

A subcontractor invoice usually contains:

  1. A title
  2. Business information
  3. Client information
  4. Service details
  5. Total amount payable
  6. Payment terms
  7. Thank you note

You can easily create a contractor invoice with ready-to-use contractor invoice templates on Bonsai. 

Frequently Asked Questions
Questions about this template.

How do I create a subcontractor invoice?

Customize and download Bonsai's subcontractor invoice template to send professional looking invoices today. All you need to do is add your business information, client details, date/duration of services, due date, invoice number, and costs.

How do I invoice as a contractor?

On a blank document, include a unique invoice number, your company name/address, date of the invoice, itemized list of services, payment details, and total amount of the services that need to be paid.

Do subcontractors have to provide invoices?

Subcontractors need to issue an invoice in order to get paid. Customize Bonsai's subcontractor invoice template and edit the proper business information, client details, invoice number, price and other basic info.