Builder invoice checklist: what to include so you get paid

By James Daly, Founder, Oi Guvnor · Updated 2026-10-09

An invoice that is vague or doesn't match the quote gives a client an easy reason to delay. An invoice that clearly references what was agreed, what was done and what is now due is much harder to argue with.

This is a practical checklist. For VAT, tax or Construction Industry Scheme questions, speak to your accountant — rules depend on your situation.

The basics every invoice needs

Your business name, address and contact details
The client's name and the site address
A unique invoice number, in sequence
Invoice date and payment due date
A reference to the quote or job it relates to
What the invoice is for — the stage or the completed work
The amount due, and any VAT shown separately if you are VAT registered
How to pay: bank details and the reference the client should use

Link each invoice to the quote

If your quote set out payment stages, invoice against them using the same wording. "Stage 2 of 4: first fix complete, as per quote ref [x]" tells the client exactly where the figure comes from. It also makes it obvious if a stage is being invoiced before it's finished — so don't.

Show variations on their own lines

Approved extras should appear as separate lines with their own reference, not folded into the stage total. If the client can match each extra to something they agreed, they are far less likely to question it. Only invoice variations the client has actually approved — a recorded variation is not the same as an approved one.

Keep a running balance

On a staged job, show the contract total, what has been invoiced so far, what has been paid and what remains. It takes a minute and stops the "I thought I'd already paid that" conversation.

Illustrative example — fictional figures shown as placeholders

Contract total (quote ref [x]): [£]
Approved variations to date: V1 [£], V2 [£]
Previously invoiced: [£] · Paid: [£]
This invoice — Stage 3: plastering complete: [£]
Balance remaining after this invoice: [£]

Send it promptly

Invoice when the stage is done, not at the end of the month when you get round to it. Attach or link a couple of photos of the completed stage if it helps. The longer the gap between the work and the invoice, the weaker it feels to the client.

Chasing a late invoice, calmly

Most late payments are forgetfulness rather than refusal. A steady sequence works better than one angry message:

On the due date: a short, friendly reminder with the invoice attached
A week later: a second reminder that states the amount and original due date
After that: a phone call, then a written note of what was discussed
Keep every message — dates matter if it goes further

Where Oi Guvnor fits

Oi Guvnor helps you draft invoices from the job's quote and stages, and keeps track of what's been invoiced and what's still outstanding. Drafting an invoice doesn't send it, and the app doesn't mark anything paid unless you record it. The free business guide shows an example payment reminder for your trade.

This guide describes common good practice. It isn't legal, tax or contractual advice — check anything specific with a qualified adviser.