Question 1

Is this handyman invoice template really free?

Accepted Answer

Yes, completely free to download in Excel, PDF, and Word formats. No email required, no credit card, no hidden costs. The template includes everything handymen need: labor tracking, material costs, service call fees, and warranty terms.

Question 2

What should I include on a handyman invoice?

Accepted Answer

Include your business name and contact info, client name and service address, invoice number and date, detailed description of each service performed, labor hours and hourly rate (or flat rate per task), materials and supplies used with costs, service call fee if applicable, subtotal before tax, sales tax (if required in your area), total amount due, payment terms and accepted payment methods, and warranty information.

Question 3

How should I charge for handyman services - hourly or flat rate?

Accepted Answer

Both approaches work depending on the job. Hourly rates ($50-100+ depending on market and skill level) work well for jobs with uncertain scope. Flat rates work great for common tasks you do often (like installing a ceiling fan or hanging a door). Many handymen use hybrid pricing: flat rates for standard tasks, hourly for unique or complicated repairs.

Question 4

What is a fair service call fee for handymen?

Accepted Answer

Service call fees typically range from $75-150 depending on your market and the distance traveled. This fee covers your time to drive to the job, assess the problem, and provide an estimate. Some handymen waive the service call fee if the client proceeds with the repair work. Make this policy clear when booking.

Question 5

Should I charge sales tax on handyman services?

Accepted Answer

Tax rules vary by location. In most US states, handyman labor is taxable, though rates and rules differ. Some states tax materials but not labor. Repairs vs improvements may be treated differently. Check with your state tax authority or accountant - incorrect tax collection can result in penalties and you being liable for uncollected taxes.

Question 6

How do I charge for materials and supplies?

Accepted Answer

Most handymen mark up materials 20-30% to cover procurement time, transportation, and the hassle of sourcing parts. You can either show materials at retail price (cost + markup) or break out cost plus markup separately. Keep receipts for materials in case clients request proof of costs.

Question 7

What payment terms should I use for handyman invoices?

Accepted Answer

For small jobs under $500, "Due Upon Completion" is standard - collect payment before leaving the job site. For larger projects over $500, consider a deposit (25-50%) upfront with balance due upon completion. For multi-day projects, Net 7 or Net 15 is reasonable.

Question 8

Should I offer estimates before doing work?

Accepted Answer

Always provide estimates for work over $200-300. For small repairs, many handymen give verbal ballpark estimates. For larger projects, provide written estimates. This prevents disputes and builds trust. If the job scope changes, communicate new estimates before proceeding with additional work.

Question 9

How do I handle jobs that take longer than estimated?

Accepted Answer

For hourly work, bill actual time - most clients understand jobs can be unpredictable. For flat-rate jobs that run over due to unforeseen complications, communicate with the client immediately. Show them the problem and get approval for additional charges before continuing. Documentation (photos) helps justify additional costs.

Question 10

What warranty should I offer on handyman work?

Accepted Answer

Common practice is 30-90 days warranty on labor (workmanship), with manufacturer warranties on parts and materials. Be specific about what's covered - for example, "90-day warranty on labor excludes damage from misuse, pet damage, or normal wear and tear." This protects you while showing you stand behind your work.

Question 11

How do I invoice for multiple services in one visit?

Accepted Answer

List each service as a separate line item with individual pricing. For example: "Door hinge adjustment - $75", "Leaky faucet repair - $125", "Light fixture installation - $150". This shows the value of bundling services and justifies your total. Some handymen offer small discounts for multiple services.

Question 12

Should I charge for diagnostic time?

Accepted Answer

Yes, diagnostic and troubleshooting time should be billed. Many handymen include basic assessment in their service call fee, but extensive diagnostics (like tracking down electrical issues) should be charged at your hourly rate. Make this clear when booking appointments.

Question 13

Can I charge a trip fee for returning for parts?

Accepted Answer

Yes, return trip charges are reasonable if you need to leave to get parts or materials. Either charge your service call fee again or a reduced "return trip" fee ($40-75). To minimize return trips, keep commonly needed parts and materials in your truck inventory.

Question 14

How do I handle price-shopping clients?

Accepted Answer

Be confident in your pricing and emphasize your value: you show up on time, fix things right the first time, warranty your work, and carry insurance. Don't compete purely on price - compete on reliability and quality. It's okay to lose price-shopping clients to cheaper competitors who won't show up or do quality work.

Question 15

Should I require deposits for handyman work?

Accepted Answer

For jobs under $500, deposits usually aren't necessary. For larger projects ($500+) or jobs requiring expensive materials purchased specifically for that client, request 25-50% upfront. This protects you from no-shows and clients who change their minds after you've bought materials.

Question 16

What info should I collect from clients before starting work?

Accepted Answer

Get full name, phone number, email address, service address (if different from mailing), emergency contact if working when they aren't home, and their preferred payment method. For commercial work, also get business name, tax ID if applicable, and accounts payable contact.

Question 17

How do I invoice property management companies?

Accepted Answer

Property management companies often require specific formats: purchase order numbers, property address, unit number, tenant name (if applicable), detailed descriptions of all work performed, and sometimes photos. Payment terms are typically Net 30. Always get a PO number before starting work or you might not get paid.

Question 18

Should I send invoices digitally or on paper?

Accepted Answer

Digital invoices (PDF via email) are faster and more convenient for most clients. However, many handymen present printed invoices on-site for immediate payment. Best practice: hand them a printed invoice and also email a PDF copy for their records. Digital copies are easier for clients to track for taxes and warranties.

Question 19

What if a client refuses to pay?

Accepted Answer

First, try friendly communication - many payment issues are misunderstandings. Send a polite reminder email or text. After 15 days, send a firmer reminder with deadline. After 30 days, send formal demand letter. After 45 days, consider small claims court or collection agency. Document everything and stay professional.

Question 20

How detailed should my service descriptions be?

Accepted Answer

Be specific enough that clients understand what you did without being so technical they get confused. Instead of "fixed leak," write "Replaced worn wax ring under toilet, re-secured toilet bolts, caulked base." Detailed descriptions prevent disputes and show the skill involved.

Question 21

Should I include photos with invoices?

Accepted Answer

For significant repairs or insurance work, definitely include before/after photos. Reference them on the invoice ("See attached photos of damage and completed repair"). This documentation supports your charges, protects you from false claims, and helps clients understand the value provided.

Question 22

Can I charge extra for difficult conditions?

Accepted Answer

Yes, difficult access or unusual circumstances warrant additional charges. Crawl spaces, high ladders, tight attics, aggressive pets, and hoarder homes all justify surcharges. Communicate these upfront when possible and itemize them on invoices as "Difficult access surcharge" or similar.

Question 23

How do I handle invoicing for insurance claims?

Accepted Answer

For insurance work, provide extremely detailed documentation. List every task performed, include photos of damage and repairs, note all materials with quantities and costs, and provide detailed labor breakdown. Insurance companies require specifics. Keep copies of everything as claims can take months.

Question 24

What's the best format - Excel, PDF, or Word?

Accepted Answer

Each format has uses. Excel is best for creating invoices - automatic calculations make life easy. PDF is ideal for sending to clients - looks professional and can't be altered. Word is good if you need easy text editing. Many handymen create invoices in Excel, then save as PDF to send clients.

Question 25

Should I track expenses separately from income?

Accepted Answer

Absolutely. Track all business expenses (gas, tools, materials, insurance, phone, etc.) separately for tax deductions. Your invoice template tracks income - use a simple spreadsheet or app like QuickBooks Self-Employed for expenses. Good record keeping saves thousands on taxes.

Question 26

How do I handle callback visits?

Accepted Answer

If the callback is warranty work (your mistake or defective part), do it free. If it's a new issue or client-caused problem, charge your service call fee plus labor. If it's a legitimate warranty issue but requires significant time, consider charging for labor but not service call fee.

Question 27

Can I customize this template for my business?

Accepted Answer

Absolutely. Add your logo, change colors, modify line items, add fields you need, remove sections you don't use - make it yours. The Excel and Word versions are especially easy to customize. Personalized, branded invoices make you look more professional and established.

Question 28

What payment methods should handymen accept?

Accepted Answer

At minimum, accept cash, checks, and credit/debit cards. Adding mobile payment options (Venmo, Zelle, PayPal, Cash App) speeds payment significantly. Many handymen use Square or similar card readers for on-site payment. More payment options = faster payment.

Question 29

Should I offer discounts for seniors or veterans?

Accepted Answer

Many handymen offer 10-15% discounts for seniors, veterans, or teachers. This is good marketing and builds community goodwill. Note the discount on invoices: "Senior discount (10%): -$35" so they see the value. Some handymen offer discounts for referrals or repeat clients instead.

Question 30

Why use Invoice Mama instead of free templates?

Accepted Answer

Templates work for occasional invoicing. But if you send invoices regularly, Invoice Mama saves hours. Your info is entered once and saved. Clients are saved for repeat work. Invoice numbers auto-increment. Send via email directly. Accept online payments. Track which invoices are paid. Automatic payment reminders. First 10 invoices free, then $69 once for lifetime unlimited access (no subscription).

Free Handyman Invoice Template

Download Your Free Handyman Invoice Template

Excel Template

PDF Template

Word Template

Everything You Need for Handyman Invoicing

Multi-Service Job Tracking

Labor Rate Flexibility

Material Cost Management

Service Call Documentation

Multiple Format Downloads

Photo Documentation Fields

Warranty & Callback Tracking

Professional Presentation

How to Use Your Handyman Invoice Template

Select Your Format

Add Your Business Info

Fill in Client Details

List Services & Materials

Calculate & Send

What to Include in Your Handyman Invoice

Labor & Service Charges

Carpentry & Wood Work

Drywall & Painting

Plumbing Services

Electrical Work

Flooring Work

Door & Window Services

Home Maintenance

Furniture & Assembly

Kitchen & Bath Repairs

Outdoor Work

Appliance Services

Miscellaneous Repairs

Materials & Supplies

Additional Fees

Best Practices for Handyman Invoicing

Set Clear Service Call Minimums

Break Down Multi-Service Jobs Clearly

Be Transparent About Material Markup

Document Everything with Photos

Invoice Immediately After Completion

Clearly Define Warranty Terms

Separate Labor from Materials

Use Consistent Invoice Numbering

Include Detailed Job Descriptions

Charge Appropriately for Your Skills

Track Time Accurately

Offer Multiple Payment Options

Why Handymen Choose Invoice Mama

Save Time on Admin

Get Paid Faster

Look More Professional

Track All Your Jobs

Work from Your Phone

No Monthly Fees

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