How to bill time and materials with BillSnap
A time and materials (T&M) invoice separates what you charge for labor from what you charge for parts and supplies — the standard way contractors, tradespeople and consultants bill work where the scope isn't fixed in advance. Here's the whole process:
- Add your business and client details. Same as any invoice — your info under "From", theirs under "Bill to".
- Log your labor. One line per task or person: description, hours worked, and your hourly rate. The amount calculates automatically.
- Log your materials. One line per material or supply: description, quantity, and unit cost.
- Add a materials markup. Many contractors add 10–20% on materials to cover sourcing time, handling and waste — set your percentage and it applies to the materials subtotal only, never labor.
- Add tax and download. Set a tax/VAT rate if it applies, then click Download PDF for a clean, itemized invoice showing labor and materials as separate sections.
Why bill labor and materials separately?
- Transparency builds trust. Clients can see exactly what they paid for work versus parts — fewer disputes, faster payment.
- Markup stays defensible. Showing materials at cost plus a clear, separate markup line is harder to challenge than a single blended rate.
- Better job costing. Separating labor and materials on every invoice makes it trivial to see your true margin per job over time.
- Standard across trades. Electricians, plumbers, HVAC techs, contractors and consultants doing scope-of-work billing all use this structure — it's what clients expect.
Frequently asked questions
Is the T&M invoice calculator really free?
Yes — completely free, no sign-up, no watermark, and no limit on invoices. Download as many PDFs as you need.
How does the materials markup work?
Enter a percentage and it's applied to your materials subtotal only, calculated separately from labor. This matches how most contractors price materials — cost plus a markup to cover procurement time and waste, shown as its own line so clients see it clearly.
Where is my data stored?
Nowhere but your own device. The calculator runs entirely in your browser; your business details are saved in local storage so they're ready next time, and your invoices are never sent to us.
Can I use this for a fixed-price job instead?
Yes, but if your job is a single flat price rather than itemized labor and materials, BillSnap's standard invoice generator is a simpler fit.
I receive lots of invoices — can BillSnap read those into a spreadsheet?
Yes. That's our done-for-you invoice processing service: send the invoices you receive to a BillSnap inbox and get a clean, reconciled spreadsheet or accounting-software sync back — accurate, with no data entry on your side.