Free Excavation Invoice Template & Generator
Invoice for digging, grading, trenching, and site prep. Bill by the hour, by the load, or by the job, itemize equipment and hauling, track the deposit, and download a professional PDF.
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| Description | Qty | Rate | Amount |
|---|---|---|---|
| Excavator + operator (per hour) | 8 | $175.00 | $1,400.00 |
| Haul-away (per load) | 3 | $120.00 | $360.00 |
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How to bill excavation work
Excavation is billed by the hour (machine plus operator), by the load for hauling, or as a flat job price. State the method, itemize each machine, hauling, and any materials like gravel or fill, and note the site address. Because fuel and equipment costs are heavy, many contractors collect a deposit — list it as a credit against the total.
Deposits, disposal, and getting paid
Fuel, disposal fees, and equipment mobilization hit before the job wraps, so a deposit and clear progress billing protect your cash flow. Send the invoice promptly on completion, reference the estimate the client approved, and offer online payment: invoices with convenient online payment get paid up to twice as fast, per Xero (2024).
How to make an excavation invoice in 7 steps
Open the invoice with the fields already set up
Start from this page so the invoice loads with line items and wording used for excavation work. Creating and previewing needs no account.
Add your details and the client
Enter your business name, address and contact details, then the client name and billing address exactly as they should appear on the record.
Give the invoice a number and dates
Use a unique invoice number in one unbroken run, then set the issue date and the due date so the payment term is unambiguous.
Replace the sample lines with the work you did
Swap the example lines for the real job. Describe the unit you are billing, whether that is hours, visits, or units, and put the rate on the same line. The starting lines here open with excavator + operator (per hour).
Check the totals and any tax
Totals calculate as you type. Confirm the quantities, rates and any tax line against your own records, since sales tax rules and what is taxable differ by jurisdiction.
State how and when to pay
Add the payment terms, the methods you accept and any late fee your agreement allows, so the client has no reason to wait for clarification.
Preview, then download the PDF
Read the finished invoice before you send it. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Frequently asked questions
How do I invoice excavation by the hour?
Enter the hours as the quantity and your hourly rate for the machine and operator; the total calculates automatically. Add separate lines for hauling by the load, materials, and disposal, and enter any deposit as a credit. Download the PDF.
Should excavation invoices include disposal or dump fees?
Yes — dump and disposal fees are real costs, so list them on their own line (per load or actual cost). This keeps the invoice transparent and ensures you recover the fees you paid.
More documents for excavation work
Use the right document before and after the invoice.