Asphalt Invoice Template
Download an asphalt invoice template to bill paving, milling, asphalt tonnage, labor, equipment, trucking, change orders, retainage, and completed work.
Create Clear Invoices for Asphalt Work
An asphalt invoice gives paving contractors a consistent way to bill asphalt placement, milling, patching, tack coat, labor, equipment, trucking, traffic control, testing, approved changes, retainage, and other completed project work. Clear billing records help customers understand what was installed, how quantities were measured, and how the current amount due was calculated.
This Asphalt Invoice Template is designed for asphalt paving contractors, roadway crews, parking-lot contractors, asphalt repair companies, municipal contractors, project managers, office administrators, billing staff, and construction business owners.
What Is an Asphalt Invoice?
An asphalt invoice is a customer-facing billing document used to request payment for asphalt work performed during a defined billing period. Depending on the contract, billing may be based on accepted asphalt tons, installed square yards, schedule-of-values progress, unit prices, truck hours, equipment hours, time-and-material records, approved change orders, or a combination of these methods.
Typical billable work may include mobilization, milling, sawcutting, surface preparation, asphalt base, binder course, surface course, leveling course, overlays, full-depth patches, tack coat, handwork, joints, utility adjustments, trucking, traffic control, testing, cleanup, and closeout.
When to Use This Template
- Billing asphalt parking-lot paving
- Submitting roadway or municipal paving progress invoices
- Billing asphalt by accepted tonnage
- Billing binder, surface, leveling, overlay, or patch work separately
- Billing milling by square yard, ton, or schedule value
- Billing tack coat, sawcutting, handwork, joints, or utility adjustments
- Billing equipment and trucking separately
- Billing traffic control or testing when included in the contract
- Billing approved change orders or time-and-material asphalt work
- Submitting final or retainage-release invoices
Who Should Use This Template?
This template is suitable for asphalt paving subcontractors, roadway contractors, parking-lot contractors, asphalt repair companies, municipal paving contractors, project managers, office administrators, billing teams, and business owners.
It can be adapted for parking lots, roadways, municipal streets, subdivisions, industrial sites, institutional campuses, driveways, overlays, resurfacing, pavement rehabilitation, utility repairs, and phased asphalt replacement projects.
What an Asphalt Invoice Should Include
| Invoice Section | Purpose |
|---|---|
| Contractor and Customer Details | Identifies the asphalt contractor, customer, owner, general contractor, billing contact, project, and remittance information. |
| Invoice Information | Records invoice number, billing period, invoice date, due date, payment terms, contract number, purchase order, and schedule-of-values reference. |
| Work Location | Identifies the parking lot, roadway, lane, station range, phase, zone, or other area where asphalt work was completed. |
| Asphalt Placement | Tracks mix, course, thickness, area, accepted tons, unit rate, and billing amount for asphalt base, binder, surface, leveling, overlay, or patch work. |
| Milling and Removal | Documents milling area, depth, tons removed, reclaimed material, trucking, disposal, or recycling charges. |
| Labor and Equipment | Tracks crews, pavers, rollers, milling machines, sweepers, tack trucks, skid steers, compactors, and other separately billable resources. |
| Trucking | Records asphalt delivery trucks, millings haul, disposal haul, truck hours, loads, rates, and supporting ticket references. |
| Traffic Control and Testing | Tracks flagging, lane closures, signs, temporary markings, testing, retesting, and related services where billable. |
| Contract Billing | Summarizes original contract value, approved changes, previous billing, current billing, retainage, credits, payments, and remaining balance. |
| Supporting Documentation | References asphalt plant tickets, delivery tickets, truck tickets, test reports, daily logs, equipment logs, photos, and approved changes. |
How to Use the Template
- Enter the asphalt contractor, customer, project, billing contact, contract, purchase-order, and remittance information.
- Assign a unique invoice number and confirm the billing period, invoice date, due date, and payment terms.
- List each schedule-of-values item, asphalt course, milling item, patch, unit-price item, truck charge, equipment charge, or approved change separately.
- Identify the location, pavement section, asphalt mix, course, thickness, quantity, unit, and approved rate where those details affect billing.
- Reconcile asphalt tonnage with plant or delivery tickets when accepted tons are the billing basis.
- Record milling, trucking, labor, equipment, traffic control, testing, and other separately billable work when required by the contract.
- List approved change orders separately from original contract work.
- Record previous billing, retainage, deposits, credits, backcharges, taxes, and payments received.
- Attach or reference required tickets, testing reports, daily logs, equipment records, and signed field documentation.
- Review quantities, rates, retainage, taxes, credits, and calculations before issuing the invoice.
An asphalt contractor submits a monthly progress invoice for a roadway rehabilitation project. The billing includes 1,420 accepted tons of binder mix, 920 tons of surface mix, 16,800 square yards of milling, 26 truck shifts, tack coat, and traffic-control work. The invoice separately bills an approved change for additional full-depth patches, deducts previous billing, applies contract retainage, and references plant tickets, daily logs, testing reports, and the approved schedule of values.
Best Practices for Asphalt Invoices
- Match billing descriptions to the contract, proposal, schedule of values, and approved changes.
- Identify asphalt mix, course, thickness, area, and accepted tons when those details are part of the billing basis.
- Reconcile billed asphalt tonnage with plant or delivery tickets.
- Separate base, binder, surface, leveling, overlay, and patch work when they use different rates.
- Keep milling and reclaimed-asphalt handling separate from asphalt placement where required.
- Show equipment and trucking independently when they are separately billable.
- Reference testing reports when payment depends on accepted work or documented testing.
- List approved change orders separately from original contract work.
- Apply retainage, taxes, credits, prior payments, and backcharges consistently.
- Preserve revised, credited, disputed, and voided invoice history.
Common Asphalt Invoice Mistakes
- Using vague descriptions such as “asphalt work completed” without mix, course, location, quantity, or billing basis
- Billing tonnage that does not reconcile with plant or delivery tickets
- Combining binder, surface, leveling, overlay, and patching when they use different rates
- Billing milling without identifying area, depth, tonnage, or approved schedule value
- Billing trucking without load, hour, or ticket support when required
- Combining unapproved extra work with base-contract billing
- Applying an incorrect retainage percentage
- Omitting required purchase-order, contract, or change-order references
- Failing to deduct prior payments, credits, or backcharges
- Closing the invoice before final quantities, retainage, punch work, and payments are reconciled
Frequently Asked Questions
What should be included on an asphalt invoice?
Include contractor and customer information, project details, billing dates, payment terms, asphalt descriptions, quantities, units, rates, applicable taxes, retainage, previous billing, payments, credits, and the current amount due.
How should asphalt tonnage be billed?
Use the method established by the contract. When accepted tons are the billing basis, reconcile invoice quantities with applicable plant or delivery tickets and identify the mix, course, date, and placement area.
Should binder and surface course appear separately?
Yes when they have different contract values, unit rates, mixes, thicknesses, or schedule-of-values items. Keeping them separate also makes quantity verification easier.
How should milling be invoiced?
Use the agreed billing basis, such as square yards, tons, depth-specific unit prices, or schedule value, and identify the area, depth, quantity, and supporting records where required.
How should asphalt trucking be billed?
When trucking is separately billable, identify the truck type, purpose, date, hours or loads, approved rate, plant or destination, and supporting dispatch or ticket reference as required.
Should asphalt tickets be attached?
Attach or reference them when required by the contract or customer, particularly when payment is based on accepted tonnage.
How should change-order asphalt work appear?
List approved changes separately from original contract work and reference the applicable change-order number, quantity, mix, rate, and approved amount.
When should a final asphalt invoice be issued?
Issue the final invoice after billable asphalt work, approved changes, punch-list repairs, final quantity reconciliation, required testing or closeout documentation, credits, and contract billing requirements are complete.
Keep Asphalt Billing Clear and Traceable
A structured asphalt invoice helps contractors connect installed quantities, plant tickets, labor, equipment, trucking, milling, changes, retainage, and payments while keeping billing aligned with the project agreement.
SimplySub can help subcontractors create and manage customer invoices and keep billing connected with customer and job information.