Plumbing invoice templates

Plumbing jobs come with a unique headache: customers see the bill and wonder why fixing a leak costs that much. They don't see the parts you used, the drive across town, or the two hours you spent under their house. For any plumber, unclear invoices mean more disputes and slower cash flow. A professional plumbing invoice template that separates materials from labor fixes that. These free templates help you show your work clearly, avoid billing disputes, and get paid faster.

What is a plumbing invoice template?

A free plumbing invoice template is a pre-formatted document built for how plumbers actually bill. Unlike generic invoice forms, it has dedicated sections for parts and materials separate from labor – so customers see exactly what they're paying for. It's designed specifically for plumbing service work, helping service providers create a professional invoice every time without starting from scratch.

What to include in a plumbing invoice

Professional plumbing invoice templates cover these fields so you get paid without back-and-forth:

• Company logo & business name – builds brand recognition and trust (e.g., ABC Plumbing + logo)
• Contact information – so clients can reach you: phone, email, address
• License number – proves you're legit (e.g., License #PLB-12345)
• Client information – for accurate billing: name, address, phone
• Invoice number – keeps your records straight (e.g., 2024-001, 2024-002)
• Invoice date & due date – sets payment expectations (e.g., Issued: Jan 5 / Due: Jan 20)
• Line items – what you did and what you used (e.g., "Replaced kitchen faucet")
• Unit price & quantity – cost transparency (e.g., 2 × shut-off valve @ $18.50)
• Total amount – what they owe (e.g., $485.00)
• Payment terms – when and how to pay (e.g., Net 15, Zelle or check)

Separating materials from labor

This is the single biggest thing plumbers can do to prevent billing disputes. Separating materials and services into distinct sections makes costs transparent.

List materials with specifics – include the quantity of materials used: "1 × Moen kitchen faucet = $189.00" or "10 ft. ¾-in. copper pipe @ $4.50/ft = $45.00." Show the part, the unit price, and the cost.

For labor, use whatever fits the job. Hourly works well for diagnostics and troubleshooting: "Leak detection and repair: 2.5 hours @ $110/hour = $275.00." Flat rate makes more sense for standard jobs: "Water heater installation (includes labor, old unit removal, and testing): $650.00."

⚠️ Important: When customers see materials and labor as separate line items, they understand the value of both. A $400 bill for "plumbing repair" raises eyebrows. The same $400 split into $150 in parts and $250 in labor makes perfect sense.

How to create a plumbing invoice using a template

With a customizable plumbing invoice template, you can create an invoice in minutes. This free invoice template is easy to create – just follow these steps:

1. Download the template – pick the format that works for you (PDF)
2. Add your business info – name, logo, phone, email, and license number
3. Enter client details – name, address, and job site location (if different)
4. Add invoice number and dates – invoice date plus due date
5. List your services – materials on separate lines from labor, with quantities and prices
6. Calculate totals – subtotal, tax (if applicable), any discounts, and total due
7. Add payment terms and send – review it once, then send it right away

How to customize your plumbing invoice template

Make the template yours. Add your plumbing company logo and match your brand colors if you use them. Customize the service description fields for the types of plumbing service work you do most – whether that's drain cleaning, fixture installs, or emergency repairs.

Add a short thank-you note at the bottom or include warranty info for parts you installed. If you handle both residential and commercial jobs, adjust the layout to fit – commercial clients usually need a purchase order field and different payment terms.

A professional plumbing invoice with your branding builds professionalism and shows customers you run a real business. Because you do.

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Benefits of using plumbing invoice templates

These free templates save you time and money in a few key ways:

• Save time – fill in the blanks instead of building invoices from scratch after every job
• Look professional – a clean, consistent invoice builds professionalism and customer trust
• Fewer errors – pre-formatted fields mean you won't forget line items, tax, or your contact info
• Get paid faster – clear breakdowns mean fewer questions, getting paid on time instead of chasing people
• Streamline your billing – consistent numbering and formatting makes tax season less painful
• Easy to create – no design skills needed, just fill it in from your phone or truck

Payment terms for plumbing invoices

Match your payment terms to the job type. Whether you're using a free invoice template or a service invoice template, don't use the same terms and due date for a quick drain clearing and a full bathroom remodel.

📌 Quick reference:

• Emergency/small jobs – "Due Upon Receipt." You showed up at 11 PM to fix a burst pipe. Get paid before you leave.
• Standard residential – Net 15. Gives homeowners a couple of weeks without letting it drag out.
• Commercial accounts – Net 30. Matches how most businesses process invoices.
• Large projects – 50% deposit upfront, balance due on completion. Protects your cash flow on big jobs.

Add a late fee policy – something like "1.5% monthly on balances over 30 days past due" – and list every payment option you accept: check, credit card, Zelle, Venmo, ACH. The more payment options you offer, the faster people pay.

When to send your plumbing invoice

Short answer: as soon as possible.

For small jobs and emergency calls, send the invoice before you leave the job site – or within a few hours. The longer you wait after finishing plumbing work, the less urgent it feels to the customer.

For bigger plumbing jobs with multiple stages, send progress invoices at milestones. Don't wait until the whole project's done to bill for three weeks of work.

Every day you wait to send an invoice is a day you're not getting paid. That's cash flow you're leaving on the table.

Common plumbing invoice mistakes to avoid

Here are the key invoicing tips for plumbing pros: avoid these mistakes with your plumbing invoices that cost business owners real money.

Vague descriptions. "Plumbing repair – $500" invites questions. "Replaced garbage disposal unit, installed new drain assembly, tested for leaks" doesn't.

Not separating materials from labor. We already covered this. It's the number one cause of billing disputes for plumbers.

Missing payment terms. No due date means the customer decides when to pay. That's usually "later."

Inconsistent invoice numbering. Makes your records a mess come tax time and looks unprofessional.

Waiting too long to send invoices. Bill the same day. Not tomorrow. Not next week.

Only accepting one payment method. If you only take checks, you're slowing yourself down. Offer digital options too.

Plumbing invoice glossary

Service call fee (dispatch fee) – A flat fee for showing up to diagnose the problem, common for any plumbing service call. Usually applied toward the repair if the customer hires you.

Rough-in – Plumbing work done behind walls and under floors before the space is finished. Billed during construction phases.

Trim/finish work – Installing the visible stuff: faucets, toilets, showerheads. Usually billed as a separate phase.

Materials markup – A percentage added to wholesale part costs to cover your time sourcing and transporting materials. Industry standard is 15–30%.

Flat rate pricing – A set price for a specific plumbing job, regardless of time spent. Common for standard jobs like water heater installs.

Due upon receipt – Pay now. Used for emergency calls and small jobs.

Net 7 / Net 30 – Payment due within 7 or 30 days of the invoice date.