Are you a plumber looking for a simple way to send invoices to your clients? You’re in the right place! A clear invoice helps your clients understand the charges and makes the payment process easier. In this blog, we’ll share over 25 free plumbing invoice templates, explain the key details to include, and suggest tools to make invoicing even easier. Let’s get started!
Table of Contents:
What is a Plumbing Invoice?
A plumbing invoice is a document you provide to your clients after completing a job. It lists all the services you performed, any materials used, and the total cost, making it clear to the client what they’re paying for. It also includes payment terms, such as when the payment is due and how it can be made.
Why should you send a plumbing invoice?
1. Helps You Get Paid on Time
When you send an invoice, you’re making it clear to your client how much they owe and when they need to pay you. A detailed invoice breaks down the costs so there’s no confusion. By including a due date and any late fees, you’re setting clear expectations, which helps you avoid delays in payment. This means less time chasing payments and more time getting paid!
2. Shows You’re Professional
Think about how it feels from the client’s perspective. When they receive a professional, well-organized invoice, it shows that you’re serious about your work. It leaves a positive impression and builds trust because everything is clear and upfront. Clients will feel confident in hiring you again for future jobs because you’ve shown you’re reliable and transparent.
3. Keeps Your Finances Organized
Every invoice you send becomes part of your financial records, helping you keep track of all your earnings and expenses. This makes it much easier when it comes to managing your business finances, especially when tax time comes around.
Key Details to Include in a Plumbing Invoice
Here are the key details you should include in your plumbing invoice:
1. Add Your Business Information
In any invoice you always start by listing your business information first. Add your business name, address, phone number, and email at the top of the invoice so that your client knows who the invoice is coming from and how to reach you if they have any questions.
2. Include your Client’s Information
Next, add your client’s name and their contact details. This is to keep track of which client the invoice is for.
Example:
Client: Joseph
Address: 456 Street, City, State, Zip
3. Add the Invoice Number and Date
Give a unique invoice number to each invoice you send. This is helpful when it comes to tracking payments and keeping records. Also, include the date you’re sending the invoice so there’s a clear record of when it was sent.
Example:
Invoice No: 00123
Date: October 24, 2024
4. Include a Detailed Description of Services
List all the work you did for the client. Try to provide specific details and include the type of repair, installation, or maintenance work you performed. If there were any materials used, list them as well. This will help the client see what they’re being charged for.
Example:
Replaced kitchen faucet: $150
Installed new water heater: $500
Materials (pipes, fittings, etc.): $75
5. Include Labor Charges
If you charge for labor by the hour or offer a flat rate, make sure to include it as well. Include the number of hours worked or the fixed cost for each service, so the client knows how the total was calculated.
Example:
Labor (3 hours at $50/hour): $150
6. Add Subtotal and Taxes
Add up all the charges to show the subtotal. If you’re required to charge taxes in your area, include them here as well. Make sure the tax rate is clear so the client understands why there’s an additional charge.
Example:
Subtotal: $875
Tax (5%): $43.75
Total: $918.75
7. Include Payment Terms
This is one of the most important sections. You need to tell the client when the payment is due and how they can pay you. Include information like accepted payment methods (e.g., cash, credit card, bank transfer) and whether there are any late fees for missed payments.
Example:
Payment due: November 1, 2024
Accepted payment methods: Bank transfer, credit card, PayPal
Late fee: 5% if not paid by due date
8. Additional Notes or Comments
If there’s anything extra the client should know—such as warranty information or follow-up services—include it in a “Notes” section. This helps provide clarity and keeps everything in one place.
Example:
All work is guaranteed for 90 days. Please contact us if any issues arise during this period.
Here’s an example plumbing invoice created using CheckYa, with all the key details:
Download 25 Plumbing Invoice Templates for free:
Download Plumbing Templates in PDF Format
Download Plumbing Templates in Excel Format
Download Plumbing Templates in MS Word format
Best Tool to send plumbing Invoice:
While invoice templates are a good option for one-off invoices, they can quickly become a hassle if you’re sending invoices regularly. Templates are simple and useful for basic invoicing, but they don’t offer the tracking and automation. If you’re a plumber who regularly sends invoices to clients, it might be time to consider using an invoicing tool instead. Why? Because tools offer features that templates simply can’t.
For starters, tracking invoices is very easy with an invoicing tool. Instead of manually checking each template to see which clients have paid and which ones haven’t, an invoicing tool gives you a clear view of all your paid, unpaid, and overdue invoices in one dashboard.
Plus, with an invoicing tool, your clients can pay you directly through the invoice. Tools like CheckYa, for example, partner with payment platforms like Stripe and PayPal, giving your clients a range of payment options, including credit card, debit card, ACH, PayPal, Google Pay, and Apple Pay. This can speed up the payment process, making it easier for both you and your clients.
Another advantage is automated reminders. Templates don’t remind your clients when a payment is due, meaning you have to follow up manually. With CheckYa, you can set up automatic payment reminders before the due date, which saves you from having to chase down late payments. This feature alone can significantly improve your cash flow, as it ensures clients are gently nudged to pay on time.
If you’re not currently using an invoicing tool, CheckYa is worth considering. It’s free to create an account—there’s no need for a credit card or any upfront fees. You can bill by the hour or by quantity, depending on how you charge for your plumbing services, and the tool keeps everything organized. From sending invoices to tracking payments, everything is in one place, and you get the benefit of sending automated reminders without doing it all manually.
Conclusion:
Now that you know what to include in a plumbing invoice and have access to over 25 ready-made templates, you’re ready to send invoices with confidence. You also have the option to use free tools like CheckYa, which can help you get paid faster and keep everything organized. Be sure to bookmark this guide so you can refer to it whenever you need, and start using these resources to make invoicing quick and simple.
