Free plumbing invoice generator

How to create a plumbing invoice

Plumbing jobs often start as one problem and end as two or three. The form at the top of this page builds the invoice as you type, so you can write it up in the truck before you leave the driveway.

• 1. Enter your business name, phone, email and license number if your state requires it on paperwork.
• 2. Add the customer's name and the service address. For rentals, put the tenant's address and bill the owner or property manager.
• 3. Set the invoice number, the issue date and the due date.
• 4. Upload your logo if you have one. It is kept in this browser and prints on the document.
• 5. Add one labor line per repair: the water heater swap, the drain clearing, the toilet reset.
• 6. Add the heater, valves, fittings and pipe as materials lines and mark them taxable where your state taxes them.
• 7. Add the permit fee, disposal and any after-hours charge as their own lines, then set your tax rate.
• 8. Put your warranty and payment terms in the notes, check the preview, then print or save as PDF.

What to include on a plumbing invoice

A homeowner who called about a leak may not know what a PRV or an expansion tank is. Name the part and say where it went, and the bill explains itself.

• The location of each repair: "Replace shutoff valve under kitchen sink" beats "valve replacement".
• The water heater size, fuel type and tank warranty, so the customer has it on file for a future claim.
• Drain work with the method used, such as a cable machine or hydro jetting, and whether a camera inspection was done.
• Permit and inspection fees as pass-through lines, separate from your labor.
• Your labor warranty in plain words, and a note that parts carry the manufacturer's warranty.
• The service date, your payment terms and the ways you accept payment.

Plumbing billing and pricing tips

Most residential plumbers use flat-rate pricing for common repairs and time and materials for jobs they cannot scope until a wall or floor is open. Flat rate gives the customer a price before you start. Time and materials protects you when a simple leak turns into rotted pipe behind tile.

A service call or diagnostic fee covers the drive and the time spent finding the problem. Many shops credit it toward the repair if the customer approves the work the same day. Say so on the invoice so the customer sees the credit was applied.

Set after-hours and emergency rates before the phone rings at 2 a.m. Put the rate in writing when you book the call, then show it as its own line or in the line description so the higher price is not a surprise.

Water heater replacements and repipes usually need a permit, and some areas require an inspection before the job is closed. Bill the permit at cost or with a set handling fee, and keep the permit number in the notes.

Plumbing invoice vs estimate

Send an estimate before larger work like a repipe, a sewer line repair or a water heater swap, so the customer approves the price and the parts. Send the invoice after the job to bill what you actually did. Use the Invoice or Estimate switch at the top of the page to create either one with the same form.

After the job is billed

This generator works well for a one-off invoice. If you run several calls a day, the free ToolBerry app keeps jobs and clients in one place. Create estimates and invoices on your phone, turn an accepted estimate into a job or an invoice without retyping, and share the PDF or send it from your own email.

You can capture the customer's signature on the device, track payments as they come in, and see which invoices are paid, partly paid or overdue. It works offline in basements and crawl spaces, and it runs on iPhone, Android and the web.