Free landscaping invoice generator

How to create a landscaping invoice

The form at the top of this page builds a finished invoice as you type. The page opens with a filled example you can type over, so a printed or saved PDF is a few minutes away, even standing in the customer's driveway.

• Add your business name, phone and email so the customer knows who to pay and how to reach you.
• Enter the customer's name and the property address where the work was done. If they own more than one property, the address is what tells them which one this bill is for.
• Set an invoice number and the issue date. Keep numbers in order so you can find any bill later.
• Upload your logo if you have one. It is kept in this browser and prints on the document, and the same logo is there on every generator page.
• Add one line per service: mowing visits, edging, cleanups, installs. Put the number of visits or units in the quantity column and the price per visit or unit in the price column.
• Add materials like mulch, sod, stone or plants as their own lines so the customer sees what was bought for the job. Set each line's type, labor or materials, so the printed invoice separates the work from what you bought.
• Set a tax rate if your state taxes the work or the materials, and mark only the lines that are taxable.
• Write your payment terms in the notes, check the preview, then print it or save it as a PDF.

What to include on a landscaping invoice

A generic invoice template works, but landscaping bills raise their own questions. Which visits does this cover? How much mulch went down? Why is there a dump fee? Answer those on the invoice and you get fewer phone calls and faster payment.

• The service address, not just the billing address. Property managers and landlords often pay for several yards.
• Service dates or the billing period, such as the four mowing visits in May, so the customer can match the bill to what they saw.
• Whether you bill per visit or per month. Per visit shows the count, a flat monthly rate should say which month it covers.
• Materials by the unit you bought them in: cubic yards of mulch, pallets of sod, tons of stone, flats of annuals.
• Disposal or dump fees for yard waste, branches and old mulch, listed on their own line.
• Seasonal work like aeration, overseeding, spring cleanup, fall leaf removal or holiday lighting as separate lines, not buried in the monthly rate.
• Due date, accepted payment methods and any late fee policy you have agreed on with the customer.

Billing tips for lawn care and landscaping

How you bill matters almost as much as what you charge. A few habits keep cash coming in through the whole season.

• Recurring work: pick one rhythm and stick to it. Many lawn care operators bill at the end of each month for every visit made that month, which keeps the paperwork to one invoice per customer.
• Rain delays and skipped weeks: if you bill per visit, the invoice adjusts itself. If you bill a flat monthly rate, decide up front how skipped visits are handled and put it in writing.
• Materials: charge for what you actually put down, and consider a markup to cover pickup time, fuel and the risk of leftover product.
• Minimum charge: set a per-visit minimum so small yards and quick jobs still cover your drive time and setup.
• Deposits: for installs, hardscape or large plantings, ask for a deposit before you order materials. Show it on the final invoice as a payment already received.
• Late fees: if you charge one, state it on every invoice and in your service agreement so it is never a surprise.

How to price landscaping work

Most landscapers price mowing by the visit, based on lot size, obstacles and how long the yard takes with your equipment. Time a few typical yards, work out what you need to earn per hour after fuel, equipment and insurance, and build your per-visit rates from that.

For one-time jobs like cleanups and installs, estimate the hours for your crew, add materials at cost plus your markup, and add disposal. Write it up as an estimate first so the customer agrees to the number before you start.

Landscaping invoice vs estimate

An estimate comes before the work: it tells the customer what a job like a spring cleanup or a new bed is likely to cost so they can say yes. The invoice comes after: it bills for what you actually did and asks to be paid. Use the Invoice and Estimate switch at the top of this page to create either one from the same form.

Invoicing the same customers every month

This generator is great for a one-off bill. If you invoice the same customers every month, the free ToolBerry app keeps it all in one place. Save your clients, track each job, create and send invoices and estimates from your phone, and record payments as they come in.

ToolBerry works offline, so you can build an invoice at the end of a rural route with no signal. It is available on iPhone, Android and the web.