Sitework Invoice Template
Download a sitework invoice template to bill excavation, grading, utilities, aggregate, trucking, equipment, change orders, retainage, and completed work.
Create Clear Invoices for Sitework Projects
A sitework invoice gives excavation, grading, and underground utility contractors a structured way to bill completed earthwork, aggregate, utilities, labor, equipment, trucking, disposal, erosion control, approved changes, retainage, and other project work. Clear billing helps customers understand what was completed, how quantities were measured, and how the current amount due was calculated.
This Sitework Invoice Template is designed for sitework contractors, excavation contractors, grading contractors, underground utility subcontractors, civil contractors, project managers, office administrators, billing staff, and construction business owners.
What Is a Sitework Invoice?
A sitework invoice is a customer-facing billing document used to request payment for completed civil and site-development work. Depending on the contract, billing may be based on schedule-of-values progress, measured cubic yards, tons, linear feet, structures installed, equipment hours, truck loads, time-and-material records, approved change orders, or lump-sum milestones.
Typical billable work may include clearing, topsoil stripping, excavation, cut and fill, grading, undercut, imported fill, aggregate base, storm drainage, sanitary sewer, water service, trenching, structures, erosion control, dewatering, trucking, disposal, testing, restoration, mobilization, and closeout.
When to Use This Template
- Billing commercial site-development work
- Submitting progress invoices for excavation and grading
- Billing export, import, cut, fill, or undercut by cubic yard
- Billing aggregate base, bedding stone, or structural fill by ton or cubic yard
- Billing storm, sanitary, and water utilities by linear foot or schedule value
- Billing manholes, inlets, valves, hydrants, and other structures by each
- Billing equipment, trucking, disposal, and dewatering separately
- Billing approved change orders or time-and-material sitework
- Submitting retainage-release or final invoices
- Providing backup for unit-price quantity reconciliation
Who Should Use This Template?
This template is suitable for sitework subcontractors, excavation contractors, grading contractors, underground utility contractors, earthwork contractors, civil subcontractors, project managers, office administrators, billing teams, and business owners.
It can be adapted for commercial developments, subdivisions, industrial sites, institutional projects, municipal work, roadway improvements, parking lots, utility installations, and other civil construction projects.
What a Sitework Invoice Should Include
| Invoice Section | Purpose |
|---|---|
| Contractor and Customer Details | Identifies the sitework contractor, customer, owner, general contractor, project, billing contact, 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. |
| Earthwork Quantities | Tracks clearing, stripping, excavation, cut, fill, undercut, export, import, stockpile, rehandle, and grading quantities. |
| Aggregate and Materials | Tracks structural fill, aggregate base, bedding stone, drainage stone, topsoil, geotextile, geogrid, and other materials. |
| Underground Utilities | Tracks pipe by system, size, depth, length, structures, fittings, bedding, backfill, testing, and restoration. |
| Labor and Equipment | Tracks crews, excavators, dozers, loaders, graders, rollers, compactors, pumps, trench boxes, and other separately billable resources. |
| Trucking and Disposal | Records truck type, loads, hours, haul purpose, export or import quantity, disposal destination, tipping fees, and approved rates. |
| Erosion Control and Temporary Work | Tracks silt fence, inlet protection, stabilized entrances, temporary drainage, dewatering, maintenance, and similar work where billable. |
| Contract Billing | Summarizes original contract amount, approved changes, previous billing, current billing, retainage, payments, credits, and remaining contract balance. |
| Supporting Documentation | References daily logs, truck tickets, scale tickets, material tickets, survey quantities, test reports, equipment logs, photos, signed work tickets, and approved changes. |
How to Use the Template
- Enter the 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, unit-price item, utility system, earthwork activity, material item, or approved change separately.
- Use the agreed units for each item, such as cubic yards, tons, linear feet, square yards, acres, each, loads, hours, days, or lump sum.
- Reconcile earthwork quantities with approved survey measurements, tickets, or other required quantity records where applicable.
- Record utility quantities by pipe type, size, depth range, structures, fittings, and restoration when the contract requires detailed billing.
- Track truck loads, equipment hours, disposal, material deliveries, testing, and dewatering separately when those costs are billable.
- List approved change orders separately from base-contract work.
- Record previous billing, retainage, deposits, credits, backcharges, taxes, and payments received.
- Review quantities, rates, backup documentation, retainage, taxes, and calculations before issuing the invoice.
A sitework contractor submits a monthly progress invoice for a commercial development. The billing includes 8,600 cubic yards of excavation, 3,200 cubic yards of exported material, 1,850 cubic yards of imported structural fill, 2,400 tons of aggregate base, 720 linear feet of storm pipe, six drainage structures, 380 linear feet of sanitary sewer, 42 truck loads of disposal, and completed erosion-control work. The invoice separately bills an approved change for unsuitable soil removal, deducts previous billing, applies contract retainage, and references survey quantities, truck tickets, daily logs, and testing records.
Best Practices for Sitework Invoices
- Match billing descriptions to the contract, proposal, schedule of values, unit-price schedule, and approved changes.
- Keep earthwork units consistent with the contract measurement basis.
- Distinguish bank, loose, and compacted quantities when the billing method requires it.
- Separate onsite cut-and-fill work from export, imported material, and rehandling.
- Bill utilities by system, size, depth, structure, or schedule value as required.
- Reconcile truck loads, scale tickets, material tickets, and disposal records before billing.
- Show equipment and labor separately when time-and-material or force-account billing applies.
- Keep approved change orders separate from base-contract quantities.
- Apply retainage, taxes, credits, prior payments, and backcharges consistently.
- Preserve revised, disputed, credited, and voided invoice history.
Common Sitework Invoice Mistakes
- Using vague descriptions such as “sitework completed” without activity, location, quantity, or billing basis
- Mixing bank, loose, and compacted earthwork quantities without explanation
- Billing export or import quantities without the required ticket or survey backup
- Combining storm, sanitary, and water utility work when they use different rates or schedule items
- Billing pipe without accounting for structures, fittings, bedding, backfill, or restoration where separately valued
- Billing trucking without loads, hours, ticket references, or haul purpose when support is required
- Combining unapproved extra work with base-contract billing
- Applying the wrong retainage percentage
- Failing to deduct previous billing, credits, payments, or backcharges
- Closing the invoice before final quantities, retainage, punch work, and closeout are reconciled
Frequently Asked Questions
What should be included on a sitework invoice?
Include contractor and customer information, project details, billing dates, payment terms, completed work descriptions, quantities, units, rates, applicable taxes, retainage, previous billing, payments, credits, and the current amount due.
How should excavation be invoiced?
Use the measurement method established by the contract. Excavation may be billed by cubic yard, schedule value, lump sum, or another agreed method. Identify whether the quantity represents bank excavation, export, undercut, or another specific activity.
How should imported fill and aggregate be billed?
Use the contract unit and identify the material type, quantity, source when required, unit rate, and supporting delivery or scale-ticket references. Keep material purchase and placement responsibilities clear.
How should underground utilities be invoiced?
Bill according to the contract structure, which may use linear feet, each, unit prices, or schedule values. Distinguish utility system, pipe size, structures, depth ranges, fittings, testing, and restoration where they affect payment.
How should trucking be billed?
When trucking is separately billable, identify the truck type, purpose, date, hours or loads, approved rate, source or destination, and required ticket or dispatch reference.
Should truck tickets and scale tickets be attached?
Attach or reference them when required by the customer or contract, particularly for export, imported fill, aggregate, disposal, and other quantity-based hauling.
How should change-order sitework appear?
List approved changes separately and reference the applicable change-order number, activity, quantity, unit, approved rate or value, and supporting documentation.
When should a final sitework invoice be issued?
Issue the final invoice after billable work, approved changes, final quantity reconciliation, testing, restoration, punch-list work, credits, retainage requirements, and required closeout documentation are complete.
Keep Sitework Billing Clear and Traceable
A structured sitework invoice helps contractors connect completed earthwork, utilities, aggregate, equipment, trucking, changes, retainage, and payments with the billing requirements established for the project.
SimplySub helps contractors create and manage customer invoices and keep invoice information associated with customer and job records.