Plumbing invoice template: what to include, with a worked example

A plumbing invoice should help the customer identify the job, understand the charges and pay the correct balance.

The layout below gives you a starting point. Copy it into your usual document or spreadsheet, then replace the placeholders with information from the completed job.

Use the prices and terms agreed with your customer. Check the tax treatment for the work before sending the invoice.

Create your invoice with the free plumbing invoice generator, then download it as a PDF. No signup is required.

Copy this plumbing invoice template

PLUMBING INVOICE

YOUR BUSINESS
Business name:
Business address:
Phone:
Email:
Relevant business or license details, where required:

BILL TO
Customer or company:
Billing address:
Billing contact:
Billing email:

SERVICE DETAILS
Service property address:
Unit, building or location:
Service date:
Internal job number:
Customer work-order or purchase-order reference, if required:
Related estimate or approved change reference:

INVOICE DETAILS
Invoice number:
Invoice date:
Payment due date:
Agreed payment terms:

WORK COMPLETED
[Describe the work actually performed.]

CHARGES
Description | Quantity | Unit price | Line total
[Item]      | [Qty]    | [$]        | [$]
[Item]      | [Qty]    | [$]        | [$]
[Item]      | [Qty]    | [$]        | [$]

Subtotal:
Agreed discounts, if applicable:
Applicable tax:
Invoice total:
Payments already received:
BALANCE DUE:

PAYMENT INSTRUCTIONS
Accepted payment methods:
Confirmed payment details or payment link:
Invoice reference to include with payment:

SUPPORTING INFORMATION
Attached documents or photos:
Applicable warranty information:
Contact for billing questions:

This is a billing layout. Adapt it to your business, customer agreement and applicable requirements.

Jobber's plumbing invoice guidance identifies similar practical essentials, including an invoice number, dates, business and customer information, itemized charges, totals and payment instructions. Jobber's invoice checklist.

Identify the customer and the service location separately

The person receiving the invoice may not be at the property where you worked.

A property manager could handle billing for several buildings. A company might use one accounts-payable address for multiple service locations.

Include the billing details and the service address in separate places. Add the unit, building or other identifier needed to distinguish the job.

Where the customer provides a work-order or purchase-order number, carry that reference through to the invoice.

For example, Reszi's vendor guidelines require work-order and invoice numbers, property details and the completion date. They also require before-and-after photos under their stated process. Those are that customer's requirements, rather than a universal checklist for every plumbing job. Reszi vendor guidelines.

Describe the work the customer is paying for

"Plumbing services" leaves the customer with little information.

A more useful description identifies the approved task and its location:

Completed the approved toilet repair in the downstairs bathroom, as described in estimate EST-014.

Add the relevant detail from the actual job record. Do not copy a description that includes work your team did not perform.

If the scope changed, include the corresponding reference so the reviewer can connect the charge with the recorded change and approval.

The customer should be able to understand the description without reconstructing a phone conversation.

Match the line items to the agreed pricing

The same layout can support flat-rate work or time-and-materials billing, but the charges need to follow the basis agreed with the customer.

For time-and-materials work, you might list:

• The service-call charge, where separately agreed.
• Labor hours and the customer-facing hourly rate.
• Materials supplied and their selling prices.
• Other separately agreed charges.

For flat-rate work, describe the included scope and show the agreed price. Avoid adding labor or materials again when they are already included in that price.

Use customer-facing prices in the invoice. Keep internal supplier costs and margin calculations in your business records.

A worked example

The following figures are fictional. They illustrate the arithmetic and are not suggested plumbing rates.

Assume the customer agreed to these separate charges:

If the business has already received a $100 payment against this job, the remaining amount before any applicable tax is $220.

To complete the invoice:

1. Determine the correct tax treatment for the job.
2. Calculate the invoice total.
3. Subtract the confirmed payment already received.
4. Show the resulting balance due.

Do not send the example with the tax field unresolved. Also check that the $100 payment belongs to this job and has not already been applied elsewhere.

The distinction between the invoice total and the balance due matters. A customer who has already paid part of the bill needs to see that payment reflected.

Add the correct tax treatment for the job

A tax percentage copied from another invoice may not apply to the work you have just completed.

For example, Texas Comptroller guidance distinguishes residential and nonresidential repair work and explains how different contract arrangements affect tax treatment. That is a reason to check the relevant rules, rather than use one example as a nationwide formula. Texas repair and remodeling guidance.

Use the treatment applicable to your location, work and agreement. Resolve uncertainty with your tax adviser or the relevant authority before finalizing the invoice.

Make payment instructions specific

Use the agreed payment terms and show the actual due date.

Include the accepted payment methods and the reference the customer should use. If you provide a payment link, confirm that it belongs to the correct invoice.

Keep the contact for billing questions visible. A customer who needs a corrected property reference or explanation of a line item should know whom to contact.

Use terms that match the agreement. Do not introduce new fees or conditions simply because they appear in a sample template.

Check the invoice before sending it

Compare the draft with the completed job and payment records.

Check that:

• The invoice number is correct and has not been reused accidentally.
• The billing details and service address identify the right customer and job.
• The service date and customer references are correct.
• The description matches the work performed.
• Quantities, rates and line totals calculate correctly.
• Charges already included in a flat rate have not been added again.
• Tax and confirmed payments are reflected correctly.
• Required attachments belong to this job.
• The payment instructions and submission destination are correct.

If those checks repeatedly stop an invoice from going out, review the earlier handoff. The missing information may need to be collected before the technician leaves the property. A checklist for moving completed jobs through to invoicing.

Keep a record of the submission

Once the invoice is ready, submit it through the customer's agreed channel.

Keep the final version, its attachments and the submission date together. Where a portal provides a submission reference, record it.

If the customer returns the invoice, record the reason and who owns the correction.

If payment later becomes overdue, start the follow-up from the confirmed invoice and payment history. How to follow up overdue invoices in a small business.

For your next completed job, fill in the template before sending anything. Any field you cannot complete gives you a specific question to resolve in your billing process.