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A "square" is the standard unit of measurement in the roofing industry. One square is equal to 100 square feet of roof area. For example, a 2,500 square foot roof is equal to 25 squares. Roofing materials and installation labor are typically calculated and priced per square.
Roof pitch represents the slope or angle of the roof. It is expressed as a ratio of rise over run (e.g. 6/12 means the roof rises 6 inches vertically for every 12 inches of horizontal run). Steeper roofs (typically 7/12 pitch and above) require more safety precautions, specialized scaffolding, and additional labor time, which is why contractors apply a steep-pitch surcharge on invoices.
Every roofing invoice should include: a unique invoice number, date of issue and due date, contractor's company name, address, phone, email, and contractor license number. It must also list customer details, property address, itemized line items for materials and labor, taxes, deposits paid, final balance due, accepted payment methods, and warranties. For insurance jobs, the insurance claim number is required.
- Estimate/Quote: An informal cost projection provided to the customer before work starts. It is not a binding contract.
- Proposal: A detailed project bid outlining the scope, materials, schedule, payment milestones, and terms. It becomes a binding legal contract once signed.
- Invoice: A billing request issued after completing the work (or at designated milestones) documenting actual materials used and services performed, demanding final payment.
Itemizing is strongly recommended. Itemized billing builds customer trust, makes it easier to defend billing details, simplifies tax and accounting records, and is typically mandatory for insurance claims. Generic "lump sum" invoices often trigger audit delays or client disputes.
All change orders should be agreed upon in writing before the extra work begins. On the final invoice, add change orders as separate, itemized line items at the bottom. Detail the description of the change, approval date, and additional cost, referencing the original contract or estimate number.
Yes. In most states, contractors are legally required to display their active license number on all business documents, including contracts, estimates, and invoices. Even when not legally mandated, displaying it boosts credibility and reassures clients that you are a registered professional.
You should keep all invoices, receipts, expenses, and tax records for a minimum of 7 years to meet IRS auditing standards. Keeping digital copies in cloud-based storage is highly recommended to prevent loss from physical document damage.
Insurance invoices must match the insurance adjuster's "scope of loss" report. List materials and labor using standard local pricing (typically from Xactimate software). Always display the insurance company name, claim number, and policy number. Clearly state the deductible, the RCV (Replacement Cost Value), the ACV (Actual Cash Value), and any depreciation values to assist the policyholder in recovering their funds.
- ACV (Actual Cash Value): The value of the roof at the time of damage, calculated as replacement cost minus depreciation (based on age and condition). This is what the insurance company pays initially.
- RCV (Replacement Cost Value): The actual cost to replace the roof today with new materials. If the client has an RCV policy, the insurance company will release the "depreciation holdback" once the contractor submits the final invoice showing the job is complete.
Standard payment terms vary. For residential projects, it is customary to request a 10% to 30% deposit at contract signing to secure materials and schedule the crew. You may charge an additional milestone payment upon materials delivery, with the final balance due immediately upon project completion and a final walkthrough. For commercial projects, Net 30 is the industry standard.
Create itemized, professional digital invoices immediately after completing the work. Offer multiple payment channels (such as credit card, ACH, check, or digital portals). Including before/after photos of the roof directly with your invoice serves as instant validation of work and speeds up client sign-off. You can also offer a small discount for early payments (e.g. 1% if paid within 5 days).
To protect your business data and your client's information, all data is stored locally in your own browser's
localStorage. No data is transmitted to or stored on our web servers. If you clear your browser cookies and site cache, your saved contractor profile will be deleted.Yes. In the Contractor Information section, you can enter your company details and click "Save Contractor Profile". Our tool saves this information locally so it auto-fills automatically on any new invoices you create on the same computer or mobile device.
Our tool supports export to:
- PDF: Optimized, print-ready document layouts.
- Word: Editable document formats (.doc).
- Excel/CSV: Structured spreadsheet formats for import into accounting platforms.
- Print: Directly prints the formatted invoice.
- Share Link: Generates a unique, encoded link containing your invoice data to copy and email or text to your client.