Roofing Invoice Template: Squares, Tear-Off & Claims
A free roofing invoice template guide: bill by the square, split materials and labor, handle insurance supplements, deposits and lien waivers, with an example.
Quick answer: A roofing invoice template should list the roof size in squares (one square is 100 square feet), tear-off and disposal, each material with its quantity, installation labor, extras such as decking replacement found during tear-off, permits, the deposit already paid and the balance due. On insurance jobs, also show the claim number and keep any supplement on its own line.
Roofing invoices carry more money than most trade invoices, and they're read by more people: the homeowner, sometimes a spouse, an insurance adjuster, and occasionally a mortgage company that co-signs the claim check. This guide covers what belongs on a roofing invoice template, how to price squares, how to handle supplements and deductibles, and a full worked example. You can build yours in the free invoice generator with the Bold template, which gives you a strong header for your company name and license number.
What should a roofing invoice include?
Start with the fields any contractor invoice needs (our contractor invoice template guide covers those), then add the details specific to roofing work:
- Contractor license or registration number, where your state or city requires one on contracts and invoices.
- Job address, which is often different from the billing address on rental or investment properties.
- Roof measurements: total squares, pitch, number of layers torn off and the measurement source (hand measured or an aerial report).
- Material specifications: shingle manufacturer, product line and color, underlayment type, ice and water shield coverage.
- Insurance details on claim jobs: insurer, claim number and the adjuster's name.
- Payments received: deposit, material draw or insurance checks already endorsed to you.
- Warranty terms: your workmanship warranty and a note that manufacturer warranties are registered separately.
- Lien waiver reference, if you're attaching a conditional waiver with this invoice.
How to price roofing work: squares, linear feet and units
Roofing has its own units, and using them on the invoice makes it easy for an adjuster or a second-opinion contractor to check your numbers.
| Item | Usual unit | Notes |
|---|---|---|
| Tear-off and disposal | Per square, per layer | Second and third layers usually cost extra |
| Shingles | Per square | Include waste; 10–15% is common on hip and cut-up roofs |
| Underlayment | Per square | Synthetic or felt, state which |
| Ice and water shield | Per roll or per square | Eaves, valleys and penetrations; often code-required in cold climates |
| Drip edge, starter, ridge cap, ridge vent | Per linear foot | Measured along eaves, rakes and ridges |
| Decking (OSB or plywood) | Per sheet | Only what is found rotten during tear-off |
| Pipe boots, vents, flashing kits | Each | Count them on the estimate so the final invoice matches |
| Steep or high roof charge | Per square | For pitches that need extra safety setup |
| Dumpster, permit | Flat | Pass the permit through at cost or as a stated fee |
Separate materials from labor even if you sold the job at one price per square. It makes supplements easier to justify, and in many states it also matters for sales tax, as explained below. An itemized invoice is also far harder to dispute than a single "Roof replacement: $14,894" line.
Worked example: a roof replacement invoice
A 28-square, one-layer asphalt roof on a single-family home. The homeowner paid a $4,000 deposit at signing. During tear-off the crew found six sheets of rotten decking, which were approved by the adjuster as a supplement.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Tear-off and haul-away, 1 layer | 28 sq | $85.00 | $2,380.00 |
| Architectural shingles, Charcoal (incl. waste) | 31 sq | $135.00 | $4,185.00 |
| Synthetic underlayment | 28 sq | $22.00 | $616.00 |
| Ice and water shield, eaves and valleys | 6 rolls | $95.00 | $570.00 |
| Drip edge, eaves and rakes | 220 lf | $3.25 | $715.00 |
| Ridge vent | 40 lf | $9.50 | $380.00 |
| Pipe boots | 3 | $45.00 | $135.00 |
| Installation labor | 28 sq | $165.00 | $4,620.00 |
| Supplement S-1: replace rotten OSB decking (photos attached) | 6 sheets | $78.00 | $468.00 |
| Dumpster rental and disposal | 1 | $575.00 | $575.00 |
| Building permit | 1 | $250.00 | $250.00 |
| Contract total | $14,894.00 | ||
| Less deposit received 2 October 2026 | −$4,000.00 | ||
| Balance due | $10,894.00 | ||
Check the maths: $2,380 + $4,185 + $616 + $570 + $715 + $380 + $135 + $4,620 + $468 + $575 + $250 = $14,894. Subtract the $4,000 deposit and $10,894 remains.
How the insurance money lines up
Suppose the insurer approved $14,894 replacement cost value (RCV) including the supplement, with a $1,500 deductible and $3,100 of recoverable depreciation held back. The first check is the actual cash value: $14,894 − $3,100 − $1,500 = $10,294. After the work is done, the insurer usually releases the $3,100 once it receives your final invoice and completion photos. The homeowner pays the $1,500 deductible. Those three amounts add back up to $14,894. Your invoice should show the full contract price, not a figure reduced by the deductible.
Insurance claims, supplements and deductibles
Insurance jobs go wrong on paperwork more than on workmanship. A few habits help:
- Match the adjuster's line items where you can. If the insurer's estimate lists drip edge in linear feet, invoice it in linear feet.
- Keep supplements separate and numbered (S-1, S-2), each with photos, quantities and the date approved.
- Never absorb the deductible. Texas and Colorado both have statutes that bar roofers from waiving or rebating deductibles, and the Texas Department of Insurance explains the required contract notice there. Other states treat it as fraud.
- Name the payer on the invoice. The bill goes to the homeowner, who is your customer, even when the insurer funds most of it.
- Expect two-party checks. Claim checks are often payable to the homeowner and the mortgage company, so allow time for endorsement before you mark the balance late.
Deposits and payment schedules for roofing jobs
Most roofers take a deposit at signing so they can order materials, then bill the balance on completion. Larger commercial or multi-building jobs often use progress billing instead, which our construction invoicing guide covers along with retainage. For residential work, a typical schedule looks like this:
- Deposit at signing, invoiced separately. See how to write a deposit invoice.
- Material delivery, on larger jobs where you want a draw before tear-off.
- Completion, after final inspection and cleanup, for the balance.
- Recoverable depreciation, on insurance jobs, once the insurer releases it.
Deposit limits vary by state. Some states cap home-improvement deposits at a fixed dollar amount or a percentage of the contract price, so check your state's contractor or consumer-protection rules before you set your terms.
Lien waivers: conditional and unconditional
A lien waiver tells the owner that you (and your suppliers) won't file a mechanic's lien for the amount being paid. Two types matter:
| Type | When to send it | Effect |
|---|---|---|
| Conditional waiver | With the invoice, before payment | Takes effect only when the payment clears |
| Unconditional waiver | After the funds have cleared | Effective immediately, so never sign one before you're paid |
Several states, including California and Texas, prescribe the exact wording of statutory waiver forms, and a homemade version may not be valid there. If your supplier or subcontractors could also lien the property, homeowners may ask for their waivers too.
Sales tax on roofing invoices
Roofing sales tax is one of the more confusing areas because states treat contractors differently. In many states, a roofer doing work on real property is treated as the consumer of the materials and pays sales tax when buying them, so no tax appears on the homeowner's invoice. In others, repair work or separately stated materials are taxable to the customer. Rules also differ between new construction and repair. Confirm the treatment with your state revenue department, and if you do need to charge it, our sales tax calculator works out the line. The guide to US sales tax on invoices explains how to show it.
Common roofing invoice disputes and how to avoid them
- "You charged for more squares than the estimate." State the waste factor on the estimate and the invoice, and keep the measurement report.
- Surprise decking charges. Put a per-sheet price for replacement decking in the contract so the extra is pre-agreed.
- Cleanup complaints. Nails in the driveway delay payment. Note the magnetic sweep in the completion checklist.
- Payment held for the insurer. Agree in the contract that the balance is due on completion regardless of when the insurer pays depreciation, unless you've agreed otherwise.
Painting the fascia or trim after a re-roof? Our painting invoice template guide shows how to bill that as a separate scope, and late payment fees explains how to word terms that you can actually enforce.
Create your roofing invoice
Open the invoice generator, add your license number and the job address, enter each line in squares, linear feet or units, and subtract the deposit. Download the PDF and attach your photos and conditional waiver before you send it. Drafts save in your browser, so you can come back and add the supplement line once the adjuster signs off.
Frequently asked questions
How do roofers price a job on an invoice?
Most roofers price by the square, which is 100 square feet of roof surface. Tear-off, underlayment, shingles and installation labor are usually quoted per square, while drip edge and ridge vent are priced per linear foot and items like pipe boots or permits are priced per unit.
What is a supplement on a roofing insurance claim?
A supplement is a request to the insurer for additional money after the original estimate, usually because hidden damage such as rotten decking was found during tear-off or because code-required items were missed. Document it with photos and quantities, and show it as a separate, clearly labeled line on your final invoice.
Can a roofer waive the homeowner's insurance deductible?
In several states, no. Texas and Colorado, for example, have laws that prohibit roofing contractors from waiving, rebating or absorbing a homeowner's deductible on an insurance-funded job. Even where it isn't specifically banned, it can be treated as insurance fraud, so bill the full contract price.
Should I include a lien waiver with my roofing invoice?
Many homeowners, lenders and general contractors ask for one before releasing payment. Send a conditional waiver with the invoice and an unconditional waiver once the payment has cleared. Some states, including California and Texas, require specific statutory waiver forms, so use your state's wording.
How much deposit can a roofer ask for?
It depends on the state. Some states cap home-improvement deposits at a fixed amount or a percentage of the contract, and others leave it to the contract. Check your state contractor licensing rules, then put the agreed deposit and the remaining payment schedule in writing.
When does the insurer release recoverable depreciation on a roof claim?
Usually after the work is finished and the insurer sees proof of completion. Most replacement cost policies pay the actual cash value first, then release the withheld depreciation once the final invoice is submitted, sometimes with a certificate of completion or photos. Policies often set a deadline for finishing the work and claiming it, so check the policy wording or ask the adjuster, and send your final invoice promptly so the homeowner can claim.
How should I invoice a small roof repair instead of a full replacement?
Bill repairs by time and materials or as a flat repair price, not by the square. List the problem found, the work done (for example, replacing 12 shingles and resealing a pipe boot), the materials used, labor hours and any service call or minimum charge. Add photos of the repaired area and note anything you saw but did not fix, such as worn flashing elsewhere, so the homeowner has a record if a leak appears later.
Is a roof replacement tax deductible for the property owner?
It depends on the property. On a rental or business property, a new roof is usually a capital improvement that is depreciated over several years rather than deducted at once, while a small repair may be deductible as an expense. On a main home, a new roof generally isn't deductible but can add to the home's cost basis. Either way, your itemized invoice is the owner's evidence, so point them to a tax professional or IRS guidance.
What can I do if a homeowner keeps the insurance money and doesn't pay my invoice?
Follow your contract and your state's lien process. Send a written demand with the invoice, contract and payments received, then consider a mechanic's lien, which usually has strict notice and filing deadlines that vary by state, often counted from your last day of work. Small claims court or a collection attorney are other routes. Because deadlines can be short, check your state's lien law or speak to a construction lawyer as soon as payment is clearly late.
Can I charge for a roof inspection or estimate?
Yes, if you tell the homeowner before you go out. Many roofers give free estimates for replacements but charge for detailed inspections, leak investigations or reports for a home sale. If you charge, invoice it as its own job with the date, what you inspected and any report delivered. Some roofers credit the inspection fee against the job if the homeowner signs within a set period; if you do, state that rule on the invoice.
Invoice Creator Editorial Team
Guides on invoicing, cash flow and small-business finance from Invoice Creator, operated by Next Software Development Company. Content is reviewed for accuracy against the fields our own invoice generator produces.
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