Roofing invoice template (per square & deposits)

A roofing invoice is often the largest bill a homeowner pays all year, and it may be read by an insurance adjuster, a mortgage company or a general contractor as well as the customer. Pricing by the square, separating tear-off from new materials, and showing deposits clearly makes the invoice easy to approve and hard to dispute.

This free roofing invoice template handles per-square pricing, deposits and progress billing, and lets you mark which lines are taxable. Fill it in online and download a clean PDF. No sign-up needed.

What to include on a roofing invoice

• Your business details: name, phone, email, and any contractor or roofing license number your state or city requires. Check your state's licensing board for the rules.
• Customer and property: billing address and the property address if different (use Ship to for the property).
• Invoice number, issue date and due date.
• Contract or estimate number, and the insurance claim number if it's a claim job.
• Roof measurements: squares, linear feet of ridge, drip edge or flashing.
• Tear-off, materials and installation, each on its own line.
• Extra work such as decking replacement, billed per sheet as agreed.
• Deposits and progress payments received, the balance due, and how to pay.

Example line items

A full asphalt shingle replacement on a 24-square roof:

Decking is billed per sheet because nobody knows how much is rotten until the old roof is off. Put that per-sheet price in your contract so the customer isn't surprised.

Per-square pricing

Most roofers price by the square: 100 square feet of roof surface. On the invoice, put the number of squares in Qty and your price per square in Rate, and the template does the math.

A few things to make clear:

• Separate tear-off from installation. The customer can see the cost of removing each layer, and a second layer is easy to explain.
• Waste factor. If you order extra shingles for hips, valleys and cuts, say whether your square count includes waste.
• Steep or high roofs. If you charge more for steep pitches or extra stories, show it as its own line or note it in the description.
• Linear items like ridge cap, drip edge, step flashing and gutter apron are usually priced by the foot.

Deposits and progress billing

Roofing jobs need materials ordered up front, so most roofers take a deposit when the contract is signed. On bigger jobs, bill in stages:

1. Deposit when the contract is signed, to order materials.
2. Progress invoice at an agreed stage, such as tear-off complete and dry-in.
3. Final invoice on completion, minus everything already paid.

Each invoice should say which stage it covers and how much has been billed so far. Our guide to partial payments and deposits shows how to word it, and the construction template is built for longer jobs with several progress invoices. Before you start, give a written price with the quote and estimate template.

Insurance claims and supplements

Storm and hail work often runs through the homeowner's insurance. Your contract is with the homeowner, but your invoice will be read by the adjuster too, so:

• Add the claim number, insurance company and date of loss in the notes or as a reference.
• Match the approved scope. Use the same units and line order as the adjuster's estimate so it's easy to compare.
• Bill supplements separately. If you found items the original scope missed, such as extra decking or drip edge, put each on its own line and reference the approved supplement.
• Send the final invoice promptly. Insurers often hold back part of the payment, known as recoverable depreciation, until the work is done and they receive the final invoice.

Don't offer to waive or absorb the homeowner's deductible. It can amount to insurance fraud, so check your state's rules.

Lien waivers

Homeowners, lenders and general contractors often ask for a lien waiver when they pay, confirming you won't file a lien for the amount received. Reference the waiver on the final invoice so payment and paperwork line up. Lien waiver forms and deadlines vary by state, so follow your contract and your state's requirements.

Sales tax for roofing

Sales tax on roofing depends on the state and on whether the job is a repair or a capital improvement to real property:

• In Texas, labor to repair or remodel residential real property isn't taxable, and the Comptroller counts reroofing as repair or remodeling. Repair and remodeling of nonresidential property, such as a store or office, is taxable (see our Texas guide).
• Some states tax repair, maintenance and installation services to real property. North Carolina does, but treats work under a real property contract, such as a capital improvement, differently (see our North Carolina guide).
• Many states treat roofers as the consumer of the materials they install, so you pay tax when you buy shingles and underlayment and don't charge it again.

Keep labor and materials on separate lines when your contract allows it, tick Tax only on taxable lines, and check your state's revenue department before you charge tax.

Common mistakes on roofing invoices

• One price for the whole roof, with no squares, so the customer can't compare it with other bids or the insurance scope.
• Decking or extra layers added without the agreed per-unit price.
• Deposits not shown on the final invoice, which leads to double billing.
• No claim number on an insurance job, which delays the depreciation payment.
• No lien waiver reference when the customer or lender expects one.
• Charging tax the same way on every roof, when residential, commercial and new construction may be treated differently.

Checklist

• ✅ Property address and contract or claim number on the invoice
• ✅ Squares in Qty, price per square in Rate
• ✅ Tear-off, materials and extras on separate lines
• ✅ Deposits and progress payments shown on the final invoice
• ✅ Supplements referenced to the approved scope
• ✅ Lien waiver referenced if one is required
• ✅ Sales tax checked for your state and the type of job