Conditional invoice template
Conditional invoice template is used when payment is tied to a condition—for example, pay-when-paid or pay-if-paid in construction, or payment upon approval or funding. The invoice should state the condition clearly (e.g., "Payment due within X days after receipt of payment from owner") and reference the contract clause. This supports subcontractors and vendors in understanding when to expect payment.
Conditional invoice template Sample
Conditional invoice template
123 Business Street, City, Country
Phone: (123) 456-7890
Email: contact@company.com
Conditional invoice template
Bill To:
Client Name
Client Address
Client City, Country
Phone: (987) 654-3210
Email: client@example.com
Invoice #: 12345
Date: 2024-10-10
Due Date: 2024-11-10
| Item | Description | Qty | Price | Total |
|---|---|---|---|---|
| Service A | Itemized service or product | 1 | $100.00 | $100.00 |
| Service B | Additional line item | 2 | $50.00 | $100.00 |
| Subtotal | $200.00 | |||
| Tax (10%) | $20.00 | |||
| Total Due | $220.00 | |||
An invoice should include your business or name, the customer’s details, the date and invoice number, and a line-by-line breakdown of what was provided. Including payment terms—such as due on receipt, Net 15, or Net 30—helps you get paid on time and keeps records clear for taxes.
Supporting resources
| Resource | Type | Description |
|---|---|---|
| NCS Contingent Payment Clauses | Industry guide | Pay-if-paid vs pay-when-paid: pay-if-paid makes sub payment contingent on GC receipt; pay-when-paid sets timing but GC still must pay. State law varies. |
| Contract language | Checklist | Invoice should reference contract and clause number. Condition precedent (pay-if-paid) vs timing (pay-when-paid) affects risk; clarity on invoice reduces disputes. |
| State enforceability | Benchmark | Some states limit or prohibit pay-if-paid; others enforce with clear language. Invoice cannot override law; align with contract and legal advice. |
Frequently Asked Questions
- What is the difference between pay-if-paid and pay-when-paid?
- Pay-if-paid: sub gets paid only if the GC is paid by the owner (condition precedent). Pay-when-paid: sub is paid within a stated time after GC is paid; GC typically still must pay even if owner has not.
- Should my invoice state the payment condition?
- Yes. Reference the contract and the specific clause (e.g., "Payment per Section X, pay-when-paid"). That makes the terms clear for AP and reduces confusion.
- Are conditional payment clauses legal everywhere?
- Enforceability varies by state. Some states restrict or void pay-if-paid. Rely on your contract and legal counsel; the invoice should reflect the agreed terms.