Free Roofing Invoice Template for 2026
Getting paid shouldn't be the hardest part of the job. But for too many roofing contractors, it is. Handwritten invoices get lost. Homeowners "forget" they owe a balance. Insurance payments sit in limbo because the invoice didn't reference the right claim number. And partial payments turn into a tracking nightmare that lives in a text thread.
A professional roofing invoice solves all of that. It tells the homeowner exactly what they owe, why they owe it, and how to pay — with zero ambiguity.
Below is a complete breakdown of what every roofing invoice needs, section by section. We've also built a free interactive template you can fill in and download right now.
Use the Free Roofing Invoice Template
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What Every Roofing Invoice Needs
A professional roofing invoice is different from an estimate. An estimate is a proposal — it says "here's what we'd charge." An invoice is a demand for payment — it says "here's what you owe us for work we've completed." That distinction matters for both legal protection and getting paid faster.
Here's what every roofing invoice should include:
1. Company Information Header
- Company name
- License number
- Phone number, email, and website
- Physical address
Your invoice is a legal document. It needs to clearly identify who is billing the homeowner. If you ever need to file a mechanics lien for non-payment, your invoice is exhibit A — and it needs to have your correct company information on it.
2. Customer and Property Information
- Homeowner name(s)
- Property address where the work was performed
- Homeowner phone or email (optional but helpful for payment follow-up)
3. Invoice Details
- Invoice number — Sequential numbering (INV-001, INV-002, etc.) makes it easy to track and reference
- Invoice date — The date the invoice is issued (not the date work was completed)
- Due date — When payment is expected (Net 15, Net 30, or upon receipt)
- Reference estimate number — If the invoice relates to a previous estimate, reference it so the homeowner can connect the dots
4. Insurance Claim Information (If Applicable)
For storm damage jobs, your invoice should include:
- Insurance company name
- Claim number
- Date of loss
- ACV and RCV amounts (if known)
- Deductible amount
This is critical for insurance jobs because the homeowner needs to submit your invoice to their carrier to release the recoverable depreciation (the difference between ACV and RCV). If your invoice doesn't reference the claim, it creates unnecessary back-and-forth that delays your payment.
5. Itemized Line Items
Just like your estimate, your invoice should itemize every component of the job:
| Item | Description | Qty | Unit | Unit Price | Total |
|---|---|---|---|---|---|
| Tear-off | Remove existing shingles, felt, and debris | 24 | SQ | $75.00 | $1,800.00 |
| Shingles | GAF Timberline HDZ Charcoal | 24 | SQ | $185.00 | $4,440.00 |
| Underlayment | GAF FeltBuster synthetic | 24 | SQ | $22.00 | $528.00 |
| Drip Edge | Aluminum drip edge — eaves and rakes | 210 | LF | $3.50 | $735.00 |
| Ice & Water | GAF WeatherWatch at eaves | 6 | SQ | $65.00 | $390.00 |
| Ridge Vent | Cobra Snow Country ridge vent | 35 | LF | $8.00 | $280.00 |
| Ridge Cap | GAF TimberTex ridge cap | 35 | LF | $7.50 | $262.50 |
| Pipe Boots | Replace 4 pipe boot flashings | 4 | EA | $45.00 | $180.00 |
| Starter Strip | GAF ProStart starter strip | 210 | LF | $2.75 | $577.50 |
| Dumpster | 20-yard roll-off for debris | 1 | EA | $450.00 | $450.00 |
| Subtotal | $9,643.00 |
The line items on your invoice should match your estimate. If the scope changed during the job (e.g., you found rotted decking and added sheets of plywood), those changes should be reflected on the invoice with a note referencing the approved change order.
6. Pricing Summary
- Subtotal — Total of all line items
- Discount — If you offered any pricing concession
- Tax — If your state taxes roofing labor, materials, or both
- Amount Paid — What has already been collected (deposit, progress payment, insurance ACV check)
- Balance Due — The bottom line: what the homeowner still owes you
The Balance Due is the most important number on the entire invoice. Make it large, bold, and impossible to miss. If the homeowner needs to pay $0 because insurance covered everything and the deposit handled the deductible, show that too — "PAID IN FULL" builds goodwill and closes the loop cleanly.
7. Payment Instructions
Tell the homeowner exactly how to pay you. Don't make them guess:
- Check: "Make checks payable to ABC Roofing LLC"
- Zelle: Your phone number or email
- Venmo: Your handle
- ACH / bank transfer: Routing and account numbers
- Credit card: Link to online payment portal or instructions
- Financing: If the homeowner is financing through a third party
The easier you make it to pay, the faster you get paid. Contractors who accept multiple payment methods collect faster than those who only take checks.
8. Signature Block
- Contractor signature line with date
- Homeowner acceptance line with date
While not always required for a simple invoice, signature blocks protect you if there's ever a dispute about what was billed. For insurance jobs, the homeowner's signature on the invoice confirms they've acknowledged the final amount.
Invoicing for Insurance Claims vs. Retail Jobs
Insurance Jobs
Insurance invoices have an extra layer of complexity. Here's the payment flow:
- Carrier issues ACV check — The initial payment based on Actual Cash Value (minus deductible)
- Homeowner pays deductible — You collect this directly
- You complete the work and send the invoice — This invoice triggers the depreciation release
- Carrier releases recoverable depreciation — The difference between ACV and RCV, paid after work is verified complete
Your invoice needs to clearly show:
- Total contract amount (matches the RCV on the claim)
- Amount already paid (ACV check + deductible)
- Remaining balance (recoverable depreciation owed by carrier)
If the invoice doesn't tie back to the claim with the correct numbers, the carrier will delay releasing the depreciation — and you'll wait weeks or months for payment that should take days.
For a deep dive on the full insurance claims lifecycle, see our complete storm damage claims process guide.
Retail Jobs
Retail invoices are simpler. The homeowner owes the full amount. Your invoice should clearly state:
- Total contract price
- Deposit already collected
- Balance due upon completion
- Payment deadline (Net 15, Net 30, upon receipt)
For retail jobs, we recommend collecting a deposit at signing (typically 33–50%) and the balance at completion. This protects you from non-payment and gives the homeowner confidence that you're incentivized to finish the job.
Common Roofing Invoice Mistakes
1. Not sending the invoice promptly
The longer you wait to invoice, the harder it is to collect. Send the invoice the day the job is complete — not next week, not when you "get around to it." Contractors who invoice within 24 hours of completion get paid an average of 12 days faster than those who wait a week.
2. Vague line items
"Roof replacement — $12,000" is not an invoice. It's a number on a piece of paper. Itemize everything. If the homeowner disputes the bill, your itemized invoice is your defense. If they don't dispute it, the itemization still builds trust and professionalism.
3. No reference to the original estimate
Always include the estimate number on your invoice. This connects the invoice to the scope the homeowner already approved. It eliminates the "I didn't agree to this" conversation.
4. Not tracking partial payments
Storm damage jobs often involve multiple payments: a deposit, the ACV check, the deductible, and the depreciation release. If your invoice doesn't track what's been paid and what's still owed, you're guaranteed to lose money or waste hours reconciling.
5. No payment instructions
"Please pay us" is not a payment instruction. Tell the homeowner exactly where to send the money, in what form, and by what date. Include multiple options — the easier it is to pay you, the faster you get paid.
6. Using different formats for different jobs
Every invoice should look the same. Same logo, same layout, same line item format. Consistency signals professionalism and makes your bookkeeping dramatically easier when tax season arrives.
How to Handle Partial Payments
Most roofing jobs — especially insurance claims — involve multiple payments over time. Your invoice should track:
- Total billed: The full contract amount
- Payments received: Each payment logged with date and method
- Balance remaining: What's still owed
Here's a typical payment flow for a $12,000 insurance job:
| Payment | Amount | Status |
|---|---|---|
| Homeowner deductible | $1,000 | Received at signing |
| Insurance ACV check | $7,200 | Received before start |
| Recoverable depreciation | $3,800 | Pending — submit invoice to carrier |
| Balance Due | $3,800 |
Your invoice should clearly show this breakdown so the homeowner knows exactly what's been paid and what's outstanding. For insurance jobs, the homeowner often needs to submit your invoice to the carrier to trigger the depreciation release — so make it easy for them by including the claim number and a clear summary.
For more on tracking supplement payments and insurance checks, see our complete guide to roofing supplements.
Stop Hand-Writing Invoices — Automate Them
Templates get you 80% of the way there. But the best invoicing system is one where you never have to manually build an invoice at all.
Invoicing in HailMate: Generate invoices automatically from the job record. Line items, pricing, and payment history pull directly from the job — no re-typing, no copy-paste errors.
Payment Tracking: Track every payment — deposits, insurance checks, homeowner payments, supplement payments — in one place. See your outstanding AR at a glance instead of digging through spreadsheets.
SMS Invoice Delivery: Send invoices to homeowners via text message. They tap the link, review the invoice, and pay online. No printing, no mailing, no chasing.
Insurance Check Tracking: For storm damage jobs, track ACV payments, supplement approvals, and depreciation releases per job. Know exactly what's been paid and what's still outstanding across your entire book of business.
The best roofing invoice template is one that builds itself.
Related Reading
- Free Roofing Estimate Template — Your estimate feeds directly into your invoice. Make sure it's professional from the start.
- Free Roofing Contract Template — The contract sits between the estimate and the invoice. Get it right.
- How to Run an Organized Roofing Business in 2026 — Invoicing is one piece of a well-run roofing operation. Here's the full system.
- Complete Guide to Roofing Supplements — For insurance jobs, tracking payments is just as important as sending the invoice.
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This roofing invoice template is provided for informational purposes. Consult with your accountant or attorney regarding invoicing requirements, tax obligations, and lien rights in your state. Pricing shown is illustrative and varies by region.