Free Roofing Invoice Template (PDF Generator)

How to create a roofing invoice

1. Add your business and license or registration number

   Company details, logo and the license or registration number your state requires on roofing paperwork.

2. Enter the homeowner and the property

   Name and contact details, plus the job address on a rental or a second home.

3. Set the invoice number, date and terms

   The number is prefilled and increments after each download; pick the terms and the due date fills itself. Name the job with the size: 'Full re-roof — tear-off and architectural shingle, 28 sq'.

4. Bill by the square, with tear-off and disposal as their own lines

   Roof area in squares on each per-square row; tear-off, dumpster and disposal separately; the shingle product, line and color in the details.

5. List every layer of the system and the decking actually replaced

   Underlayment, ice barrier, starter, ridge cap, flashing and ventilation as rows, then the decking sheets replaced at the estimate's per-sheet rate — the real count, with photos referenced.

6. Add the insurance fields, the permit and the warranty statement

   Claim number and the carrier's approved scope where there is a claim, the permit number and inspection status, then your workmanship warranty and the manufacturer's registered warranty in the notes.

7. Download the PDF and send it

   Download and text or email it; on a claim the homeowner forwards it to the adjuster to release recoverable depreciation. The number bumps for the next job.

What to include on a roofing invoice

What should a roofing invoice include that a generic invoice doesn't?

A roofing invoice is a reconciliation document: it has to line up with the signed estimate, the adjuster's scope if insurance is paying, and the permit card if the job was inspected. So its structure is fixed by the trade: squares, then the layers of the roof system in the order they went on, then what changed once the old roof came off.

Two lines people forget: the permit number, which is the most useful fact on the page for the homeowner at resale, and your license number. Florida, for example, requires the contractor's registration or certification number in every offer of services, proposal, bid, contract or advertisement (Fla. Stat. 489.119(5)(b)). Other states and many counties have their own version — check your board, and print the number regardless.

How do roofers price a job — and what goes into the per-square rate?

Roofing is priced per square: 100 square feet, a 10 ft × 10 ft area. Manufacturers package to it — most asphalt shingles are three bundles to a square, though not every brand, and heavier specialty shingles run more (IKO). Suppliers, crews and adjusters all work in squares; your invoice should too.

What moves the per-square number is what the square hides: pitch (a walkable 4/12 and a staged 10/12 are not the same job), layers coming off, cut-up roofs that waste material, second-story access, and whether the deck is plywood, plank or unknown. Most roofers fold that into one installed rate per square and break out the visible components — underlayment, ice barrier, ventilation, flashing — as their own lines, as the sample does. If you bill one installed rate, keep the components in the description so the document reads as a roof system, not a mystery number.

Whatever the rate, know what it earns: a 30% markup is not a 30% margin. Run it through the markup and margin calculator before it goes on paper; the estimate walkthrough covers the rest.

How do you invoice an insurance roof claim (RCV, ACV, deductible, supplements)?

On a storm job the invoice is also a claim document. The NAIC defines the two settlement bases: Replacement Cost Value coverage pays the cost to repair or replace without deducting depreciation; Actual Cash Value coverage pays the depreciated cost (NAIC). On a replacement-cost policy the carrier generally pays ACV first and reimburses the withheld depreciation once the work is done and receipts are submitted (NC DOI) — the completed invoice is that receipt. So the claim number, approved scope and deductible belong on the document, not in an email.

• Match the adjuster's scope line for line — same units, same order. 'Roof removal — 1 lot' against the carrier's '28.3 SQ tear-off' means someone has to translate, and that delays the depreciation check.
• Show the deductible as paid by the homeowner, as its own line under payments received; the carrier's payment is net of it.
• Supplements are their own section — items the adjuster missed (code-required ice barrier, drip edge, decking), submitted with photos and the code citation.
• Bill a supplement separately if the carrier already paid on the first scope, so the second check reconciles.

Do you need a permit and a code line on a roofing invoice?

A full re-roof needs a permit and final inspection in many jurisdictions; small repairs often do not. Put the permit on the invoice as a pass-through with its number. Where a state ties deposits to permits, the invoice is your record of compliance: in Florida, taking more than 10 percent of the contract price up front means applying for permits within 30 days and starting work within 90 days of the permits issuing, unless the owner agrees in writing to longer (Fla. Stat. 489.126).

Code is also why some lines exist. The International Residential Code requires an ice barrier where ice damming is a local history — two layers of underlayment cemented together, or a self-adhering polymer-modified bitumen sheet, running from the eave to at least 24 inches inside the exterior wall line (IRC R905.1.2, quoted in the Indiana DHS code bulletin). If code required it, say so on the line; it is the item adjusters most often leave out of the original scope.

What gets a roofing invoice disputed — and how the document prevents it?

• Surprise decking. Six rotten sheets, and the customer first hears of it on the invoice. Fix: the per-sheet rate lives on the estimate, the count is approved by photo and text before install, and anything beyond the allowance goes on a change order the invoice cites.
• 'Which warranty do I have?' Manufacturer limited warranties cover shingle defects and generally exclude installation errors — that is what your workmanship warranty is for. Enhanced manufacturer tiers add workmanship coverage only through certified installers; GAF, for example, offers its Silver Pledge and Golden Pledge warranties only through contractors in its certification programs (GAF). Say which was registered, how long, and by whom.
• Disposal nobody mentioned. If the dumpster is inside the tear-off rate, say so in the description.
• No proof of completion. Attach photos and the inspection result — on a claim that releases the holdback, on a cash job it ends the argument.

When it happens anyway, the escalation playbook covers the demand letter, lien and small-claims path — and an invoice with squares, photos and a permit number is the exhibit that path needs.

FAQ

• Florida Statutes §489.119 — Business organizations; qualifying agents (license number on documents)
• IKO — Bundles of shingles per square
• NAIC — Replacement cost vs. actual cash value after a storm
• NC Department of Insurance — Actual cash value vs. replacement cost value
• Texas Insurance Code §707.002 — Payment of insurance deductibles
• Texas Business & Commerce Code §27.02 — Insurance deductibles
• Florida Statutes §489.126 — Moneys received by contractors
• Indiana DHS — Ice and water shield update (PDF)
• GAF — Residential roofing warranties