A roofing invoice names the customer and the job address and lists the work with a price on each line. It then subtracts the deposit and shows the balance due. An invoice for an insurance job also carries the claim number and the date of loss, and it tracks the depreciation the carrier pays in a later check.
Both templates are below. Copy either one into a document or your CRM and fill in the square brackets.
Copy this invoice for retail replacements and repairs
Use this one when the homeowner pays the whole bill and no carrier is involved. Delete any line that doesn’t apply.
[YOUR COMPANY NAME]
[Street, city, state, ZIP]
[Phone] [Email]
[License no., if your state has one]
INVOICE
Invoice no.: [####]
Invoice date: [date]
Payment due: [date, or on receipt]
BILL TO
[Homeowner name]
[Mailing address]
[Phone] [Email]
JOB
Property: [address, if different]
Contract signed: [date]
Work started: [date]
Work finished: [date]
WORK DONE AMOUNT
Tear-off, [#] layers $____
Decking replaced, [#] sheets $____
Underlayment, [product] $____
Shingles, [brand, line,
color], [#] squares $____
Starter, ridge cap,
drip edge $____
Flashing and vents $____
Permit and disposal $____
Change order [#], signed
[date] $____
Subtotal $____
Sales tax, if charged $____
Invoice total $____
Deposit received [date] -$____
BALANCE DUE $____
HOW TO PAY
Check payable to [company name]
[Card or bank transfer link]
WARRANTY
Workmanship: [years], per contract
Manufacturer: [registration no.]
For a repair, replace the WORK DONE lines with what you found and what you fixed, and price materials and labor on separate lines. Attach a photo of the spot you repaired.
Put the claim number and the depreciation still owed on an insurance invoice
The first two fields labeled in Allstate’s guide to reading its property claim estimates are the claim number and the damage location. Put the same two at the top of your invoice so it matches the carrier’s own paperwork.
List the scope lines in the order of the carrier’s estimate, so the adjuster can check them line for line. Approved supplements, and any upgrade the homeowner pays for, each get a line of their own. Getting a supplement approved is a separate job, covered in Roof Insurance Supplements: How Roofers Get Carriers to Pay the Full Scope.
[YOUR COMPANY NAME]
[Address] [Phone] [Email]
[License no., if your state has one]
FINAL INVOICE: INSURANCE CLAIM
Invoice no.: [####]
Invoice date: [date]
CUSTOMER (POLICYHOLDER)
[Homeowner name]
Property address: [address]
Mailing address: [if different]
CLAIM
Carrier: [company]
Claim no.: [number]
Date of loss: [date]
Adjuster: [name, phone, email]
Carrier estimate dated: [date]
WORK
Contract signed: [date]
Work started: [date]
Work finished: [date]
SCOPE, in the carrier estimate's order
[Line] [qty] [unit] $____
[Line] [qty] [unit] $____
Supplement approved [date]
[Line] [qty] [unit] $____
Upgrade, paid by homeowner
[Line] $____
TOTALS
Insurance scope $____
Approved supplements $____
Homeowner upgrades $____
Contract total $____
PAYMENTS RECEIVED
Deductible, from homeowner,
[date], [check no. or card]-$____
Insurance check 1, [date] -$____
Other payments, [date] -$____
BALANCE DUE $____
Of that balance, depreciation
the carrier still holds $____
ATTACHED
Signed contract
Completion photos
[Payment plan, if the deductible is paid over time]
[Certificate of completion, if the carrier asks]
The held-back depreciation comes in a later check
The Texas Department of Insurance (TDI) tells Texas homeowners that a replacement-cost roof claim is paid with two checks. The first is a partial payment, and the rest comes after repairs have started. Travelers says it pays a replacement-cost claim in two or more payments: the first at actual cash value, and more once the property is repaired or replaced.
To recover depreciation, Travelers asks for “invoices, signed contracts, receipts and/or canceled checks” for the work. It says that in most cases the policyholder should tell the claim professional within 180 days of the date of loss that they intend to recover depreciation. The date of loss at the top of your invoice tells your office when that clock started. Other carriers may ask for different papers, so ask the adjuster on each claim what releases the second check.
The amount held back can be large. Travelers’ worked example takes 40% off a 10-year-old roof with 25-year composition shingles, and on a replacement-cost policy that is money still to come once the work is done.
Staff at one roofing contractor that does mostly insurance work wrote on r/Contractor in 2022 that they were “waiting on checks for over 2 months on completed jobs.” They were looking into invoice factoring. Roofing Cash Flow: Depreciation Checks, Final Payments and Liens covers how to carry a gap that long.
One roofing job posting lists sending final invoices to insurance and following up on depreciation and supplements as standard office duties. Send the final invoice when the crew finishes, with the signed contract attached, and put a follow-up date on the job for the depreciation check. One roofer’s photo routine also includes a completion certificate for the insurer. If the carrier on your claim asks for one, Roofing Certificate of Completion Template (and What the Carrier Needs on It) covers what goes on it.
Address the invoice to the homeowner and send the adjuster a copy
Someone running the office for a roof-tarping business that bills insurers wrote on r/Contractor that they’d had “two different insurance companies send the payments to the homeowners instead of the business.” Their invoice had said where to send payment.
The homeowner signed your contract, so make the invoice out to them and send the adjuster a copy for the claim file. Show which insurance checks have arrived, and what the homeowner owes you as each one reaches them.
Texas makes homeowners pay the deductible and bars roofers from acting as their adjuster
These are the Texas rules that touch an insurance invoice and the paperwork around it.
It is illegal in Texas for a contractor to offer to waive, rebate or absorb a policyholder’s deductible, and a violation can bring a fine of up to $2,000 and up to six months in jail.
Any Texas contract of $1,000 or more that involves an insurance settlement must carry a notice that the policyholder has to pay the deductible. Put that notice in your contract template.
Texas Insurance Code makes the policyholder pay the deductible and lets the insurer ask for proof that it was paid. TDI lists a canceled check, a money order receipt, a credit card statement or a copy of a payment plan with the contractor as proof. The insurer can hold back the recoverable depreciation until it gets that proof. On a Texas job, show the deductible as a payment received, with the date and the check number or card. If the homeowner is paying it over time, put the payment plan in writing and attach it.
A Texas roofer may not act as a public insurance adjuster on a claim for work they are also doing. TDI calls some contractor wording improper, including offers to negotiate a claim settlement or to file a claim for the policyholder, and promises to recover “every dime you are owed.” TDI wrote that list about ads and websites, and the same lines have no place on an invoice or in a note to the adjuster.
Build each invoice from the contract so anyone in the office can send it
A new admin at a roofing company wrote on r/Contractor in December 2025 that invoicing meant digging through construction notes to work out what to take from the claim. They added that there was “only one person at my company that understands how to build an invoice.”
Anyone in the office can build an invoice when every number on it comes from a paper you already keep: the signed contract, the carrier’s estimate, signed change orders and approved supplements, and your payment records.
One roofing owner shopping for a CRM wanted one with a clean estimate and invoice template that connects to QuickBooks. Keep both templates above in the system that builds your estimates, so each invoice starts from the estimate’s own lines, and train a second person to send it.
Check these before an invoice goes out
- The invoice number and due date are filled in.
- On an insurance job, the claim number and date of loss are at the top.
- Every line traces to the contract, the carrier’s estimate, a signed change order or an approved supplement.
- The deductible shows as paid, with the date and the check number or card.
- The depreciation the carrier still holds has its own line and a follow-up date.
- The adjuster gets a copy, with the signed contract attached.
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