How to Create an Invoice: Step-by-Step Guide for Contractors

Getting paid starts with sending a professional invoice. The good news? SemaQuote makes this surprisingly simple.

You have two ways to create invoices: build one from scratch or convert an accepted quote with a single tap. Both options give you polished, branded invoices that make it easy for your clients to pay you promptly.

Ready to get started? Let's walk through both methods.

Creating an Invoice from Scratch

Sometimes you need to bill for work that didn't start with a formal quote. Maybe it was a quick repair call, an add-on service, or a small job you handled on the spot. No problem. Here's how to create a standalone invoice in just a few minutes.

Your Step-by-Step Walkthrough

1. Head to Your Invoices

From your dashboard, tap the Invoices tab in the main navigation. This is your home base for all billing activity.

2. Tap "New Invoice"

You'll find this button in the top right corner of your invoices list. One tap, and you're on your way.

3. Select Your Client

Choose an existing client from your list, or create a new client record right then and there. Once you select someone, their contact information and billing address populate automatically. No retyping required.

4. Add Your Line Items

This is where you build out what you're billing for. For each item, you'll enter:

• Description: What the work was (for example, "Kitchen faucet replacement" or "Emergency leak repair")
• Quantity: Number of units, hours, or items
• Unit Price: Your cost per unit
• Type: Categorize as Labor, Material, or Other

Pro Tip: The more specific your descriptions, the fewer questions you'll get from clients. Instead of "Labor - 4 hours," try "Installed new water heater, including disposal of old unit - 4 hours."

5. Set Your Payment Terms

Choose a due date that works for your business. Your options include:

• Due on receipt (for immediate payment)
• Net 15 (payment due in 15 days)
• Net 30 (payment due in 30 days)
• Custom date (you pick the exact deadline)

6. Review Your Totals

Take a moment to double-check. SemaQuote automatically calculates subtotals, tax (if you've configured it in your settings), and the grand total. Make sure everything looks right.

7. Save as Draft

Your invoice is now saved in Draft status. This gives you breathing room to review everything before sending it off to your client.

Converting a Quote to an Invoice

This is where SemaQuote really shines. When a client accepts your quote, converting it to an invoice takes just seconds and eliminates any risk of transcription errors. All those line items, prices, and client details? They transfer over automatically.

What You'll Need First

Before you can convert a quote, make sure it meets these requirements:

• The status must be "Accepted": Only quotes your client has approved can become invoices. This protects you from accidentally billing for work that was never authorized.
• A client must be assigned: The quote needs a linked client record so your invoice knows where to go.

How to Convert Your Quote

1. Open the Quote

Navigate to the accepted quote you want to convert.

2. Tap "Convert to Invoice"

Look for this button in the quote actions menu. It's hard to miss.

3. Set the Due Date

Choose when you'd like payment. SemaQuote suggests sensible defaults based on your account settings, but you can adjust as needed.

4. Add a Deposit (Optional)

Working on a larger project? If you require partial payment upfront, enter the deposit amount here. Many contractors collect 25-50% before starting major work.

5. Confirm the Conversion

Tap confirm, and SemaQuote creates your invoice with all line items, pricing, and client details copied from the original quote. Done.

The best part? Your new invoice maintains a link to the source quote. You'll always have a clear paper trail from estimate to final bill.

How Invoice Numbers Work

You might be wondering about invoice numbers. SemaQuote automatically generates sequential numbers (like INV-2026-001) to keep your billing organized and professional.

This happens the moment you create an invoice, ensuring no gaps or duplicates in your records. If your accountant requires a specific numbering format, you can customize the prefix in your account settings.

Best Practices That Get You Paid Faster

Here are some tips from contractors who've mastered the invoicing process:

Be Specific with Your Descriptions

Generic descriptions lead to client questions (and delays). Instead of vague line items, paint a clear picture of the work you completed.

Itemize Materials Separately

List major materials as individual line items rather than bundling everything together. This transparency builds trust and helps clients understand exactly what they're paying for. When clients can see the breakdown, they're less likely to push back on pricing.

Choose Realistic Due Dates

Net 30 is the standard, but it's not your only option:

• Need cash flow? Net 15 or "Due on Receipt" gets money in your account faster
• Working with established clients? Net 30 maintains good relationships
• Large projects? Consider milestone payments instead of waiting until the end

Whatever you choose, be consistent and communicate your terms clearly upfront.

Review Before You Send

Take 30 seconds for a final check. Look for:

• Correct amounts and quantities
• Proper spelling of client names
• Appropriate due date
• Your business contact info is current

A polished invoice reflects well on your business and avoids back-and-forth corrections.

What Happens Next?

After creating your invoice, it sits in Draft status until you're ready to send. You can edit draft invoices as much as you need.

Once you send the invoice, it becomes part of your active accounts receivable. Your client receives a notification and can view the invoice through their secure portal link, where they'll see all the details and payment options.

Ready to deliver your invoice? Head over to the Sending Invoices guide to learn about email delivery.

Related Articles

• Sending Invoices to Clients - Learn how to deliver invoices via email
• Understanding Invoice Statuses - Track your invoice from draft to paid
• Recording Payments - Mark invoices as paid when money arrives