A landscaper uses a landscaping invoice to calculate the project cost and bill the client for the work. A landscaping invoice can be given to the client on completion of a contracted job or sent in like a traditional bill for services rendered, depending on the nature of the work.
What To Include in a Landscaping Invoice
The invoice must include contact information for the landscaping company and the customer. The invoice itemizes the work done, as outlined in the landscaping contract, and any purchases the contractor makes that need to be reimbursed. Your invoice should contain:
- Contractor. Your name or company name, address, phone number, and email.
- Buyer. The customer’s name, address, and phone number
- Labor and materials. The labor hours and materials purchased by the contractor should be listed separately.
- Due date. Date payment is required, whether on completion or upon receipt of invoice.
- Payment type. Check, money order, cash, etc.
- Order number. If not pre-printed on the invoice
A landscaping invoice is also a contract since it shows the agreed-upon work and payment terms. You want it to be as straightforward as possible.
How To Write a Landscaping Invoice
A landscaping invoice template can make writing your invoice much easier since it outlines all the steps you need to take. Just fill in the blanks and you’re good to go:
Step 1 – Contractor Name and Contact Information
Your business name, address, phone number, email, and website information. You want your clients to be able to contact you with any questions or concerns.
Step 2 – Client Contact Details
Verify the client’s name, address, and phone number. It’s also a good idea to include the work site address, mainly if the client is a business. If the client has a different billing address than the site address, you want to ensure you send the bill to the correct location for payment.
Step 3 – Invoice Number
Your invoices should have their unique numbers for bookkeeping purposes. This lets you track your outstanding payments and helps identify invoices quickly when customers call with questions. Alternatively, you can assign an invoice prefix to each customer and number their invoices as you bill them.
Step 4 – List the Labor and Materials
Itemize your labor hours according to what was done and the hourly rate for each task. For instance, if grading were done at a different rate than seeding, these would be separate line items.
If you purchased materials separately from the work date (for instance, if you used your contractor’s discount), you should provide a separate invoice for those materials. The work invoice should contain only materials purchased on the day of the job.
Step 5 – Billing Information
If you have a payment link for PayPal or Venmo, you need to include that on your invoice and your other preferred options, such as cash, credit or debit card, or other methods. Specify any due dates, such as due within 30 days or penalties for late payment. Once you receive payment, a receipt will help you document the transaction.
Landscaping Invoice Sample
Below you can download a landscaping invoice template for free in Excel or Word format:
