Free roofing invoice template priced by the square
A roofing invoice bills by the square, meaning 100 square feet of roof surface, and it has to show what moved the price after the estimate: layers torn off, sheets of decking replaced, and the dumpster. It also carries the warranty terms, because years from now the invoice is often the only roof paperwork a homeowner can find. The sample below bills a 28 square architectural shingle reroof with six sheets of new decking, and the blank PDF and CSV are free.
What goes on a roofing invoice
| Field | What goes there |
|---|---|
| Contractor, license, and insurer | Company name, license number where your state licenses roofing, and your liability insurer. Homeowners filing an insurance claim are often asked for all three. |
| Property and roof description | Address, roof pitch, stories, and existing material: 6/12, two story, one layer of 3-tab. Pitch and height drive labor, so recording them explains the rate. |
| Squares installed | Measured squares, one square being 100 square feet of roof. Say whether waste is built into the rate or billed as extra squares, because a client comparing against a measurement report will notice the difference. |
| Tear-off layers | How many layers came off and the contract price per square for each layer beyond the first. Extra layers mean more labor and more disposal weight. |
| Decking replaced | Sheets replaced, at the per sheet price agreed before tear-off. A 4 by 8 sheet covers 32 square feet. Rotted deck hides under shingles, so the unit price, not the count, is what the client approves in advance. |
| Underlayment and ice barrier | Synthetic underlayment by the square, and ice and water shield by the linear foot at eaves and valleys, or by the square foot where it covers more of the deck. |
| Flashing, edge metal, and vents | Drip edge and ridge vent by the linear foot, pipe boots and chimney flashing by the each. Shingle manufacturers generally tie their warranties to correct attic ventilation, so show what you installed. |
| Dumpster and disposal | Dumpster size, haul fee, the tonnage included, and the per ton overage rate. The hauler bills overweight after the fact, and a line already on the contract makes that charge routine. |
| Change orders | Anything outside the signed scope, such as rotted fascia or decking beyond an included allowance, with the change order number, the date, and who approved it. |
| Warranty terms | Your workmanship warranty in years, the shingle manufacturer and product line, and any registration number for an enhanced manufacturer warranty. |
| Deposit, draws, and balance | Each payment received with its date and the balance due at completion. On a multi-day reroof the draw schedule belongs on the contract first and the invoice second. |
The line-item table
| Description | Qty | Unit | Rate | Amount |
|---|---|---|---|---|
| Tear-off, one layer 3-tab shingles | 28 | sq | $70.00 | $1,960.00 |
| Architectural shingles installed, 6/12 pitch | 28 | sq | $365.00 | $10,220.00 |
| Synthetic underlayment | 28 | sq | $38.00 | $1,064.00 |
| Ice and water shield, eaves and valleys | 190 | lf | $5.50 | $1,045.00 |
| Drip edge, eaves and rakes | 240 | lf | $3.75 | $900.00 |
| Ridge vent | 42 | lf | $11.00 | $462.00 |
| Pipe boots replaced | 3 | ea | $65.00 | $195.00 |
| Decking replaced, 7/16 OSB, change order 1 | 6 | sheet | $85.00 | $510.00 |
| Dumpster, 30 yard, 4 tons included | 1 | ea | $575.00 | $575.00 |
How to use this template
- Set the decking price before tear-off. Put a per sheet price for replaced decking in the contract, commonly $70 to $120 a sheet installed, along with any sheets included in the base price. The invoice line then becomes a count times an agreed rate, backed by photos of the rot.
- Bill a reroof in stages. Deposit at signing, a draw when materials land on site, balance at completion. In California, a contractor without a qualifying performance and payment bond may take a down payment of no more than $1,000 or 10 percent of the contract, whichever is less, and later payments cannot run ahead of the work performed or material delivered. The material delivery draw is how a California roofer gets paid for shingles before the last nail.
- State squares the way you measured them. Print measured squares and the pitch, and keep waste inside the rate or on a clearly labeled line. A client holding a measurement report or an adjuster's sketch should find the same square count on your invoice.
- Photograph the change before the fix. Soft decking, rotted fascia, a split pipe boot collar: photo first, approval by text or signature second, repair third. The invoice line then cites the change order number and its approval date.
- Send warranty papers with the final invoice. Attach your workmanship warranty and the manufacturer registration confirmation to the final bill. The balance moves faster when the client sees the promised warranty arriving with it.
Get paid faster
Price extra layers per square up front
Put a per square rate for each additional layer in the contract. The International Residential Code does not allow a new roof over one that already has two or more layers, so a hidden second layer means a full tear-off, and a preset rate turns that surprise into arithmetic.
Match the adjuster's units on claim jobs
When the job runs through a homeowner's insurance claim, write line items in the same units the adjuster used: squares, linear feet, each. The homeowner forwards your invoice to the carrier, and matching units skip a round of questions.
Put the dumpster tonnage in writing
Haulers bill overweight after pickup. A dumpster line that states the included tons and the overage rate means the extra charge lands as an expected line, not a phone call.
Register before you bill
Enhanced shingle warranties generally require the installer to register the job with the manufacturer. Registering before the final invoice goes out lets you print the registration number on it, and the client pays for a roof already on file.
The CSV comes with a Unit column for squares, linear feet, and sheets, and the blank PDF prints ten line item rows, enough for a standard reroof.
Frequently asked questions
What is a square in roofing?
A square is 100 square feet of roof surface. A roof with 2,800 square feet of surface is 28 squares, and roofers price shingles, underlayment, and tear-off per square. Pitch, hips, and valleys add surface and waste, which is why roof squares rarely match the home's floor area.
How much deposit can a roofer take?
It depends on the state and the contract. California limits home improvement down payments to $1,000 or 10 percent of the contract price, whichever is less, unless the contractor furnishes a qualifying performance and payment bond. Many states set no fixed limit, and deposits from 10 to 50 percent show up in practice. Confirm with your state contractor board before setting the number.
How should replaced decking appear on the invoice?
As its own line with the number of sheets and the per sheet price agreed in the contract, usually referencing a change order and photos. Six sheets of 4 by 8 decking is 192 square feet of new deck, and the photos show why each one came out.
Can new shingles go over an old roof?
Sometimes. The International Residential Code prohibits re-covering where the roof already has two or more layers, and local codes and shingle manufacturers can be stricter than that. Where a recover is allowed and chosen, the invoice should say so plainly, since the next tear-off will cost more.
Does Staxen handle roofing draws?
Yes. Ivy the Invoicer sets up milestone billing for deposit, material, and completion draws, takes card and ACH through Stripe, sends escalating reminders when a draw goes overdue, and syncs QuickBooks Online both ways. It runs $59 per month per AI employee, $149 per month for all three, and a roofer can put the first job through free without a card.
Start free with Staxen: your first job is on us, no card required.