Plumbing invoice template

What to list on a plumbing invoice

• Your business name, phone number and licence number if your area requires one on paperwork.
• The customer’s name and the address where the work was done, which may differ from the billing address.
• The date of the job, an invoice number and the date payment is due.
• Each fixture or part as its own line, such as the water heater, valves or fittings, with the model or size.
• Labor as hours times your rate, or a flat price if you quoted one.
• A call-out or trip fee as a separate line if you charge one, so it is not buried in labor.

Keep the wording plain. “Replaced 50 gal gas water heater, including disposal of old unit” tells the customer more than “plumbing work”, and it answers questions before they are asked. If you gave a quote, repeat its total near the top so the customer can compare the two at a glance.

Parts, deposits and emergency work

Big parts such as a water heater or a boiler are worth paying for before you order them. Ask for a deposit when the customer approves the quote, and show it on the final invoice as a payment already received so the balance is easy to read.

Emergency and after-hours calls often carry a higher rate. Put that on the invoice as its own line, such as “After-hours call-out”, so the customer sees it was a different rate and not a surprise in the hourly figure. If you pick up a part at a supplier for the job, list it at what you charge, not what you paid, and keep the supplier receipt for your own books.

Payment terms for plumbing work

Repairs and small jobs are usually due on receipt, ideally before you leave. For larger installs, a deposit up front and the balance due within 7 to 14 days is common. Landlords and property managers often pay on their own cycle, so write the actual due date on the invoice. More on this in our guide to invoice payment terms.