Question 1

Is the plumber invoice template really free?

Accepted Answer

Yes, you can download our plumber invoice templates in Excel, PDF, and Word formats completely free. No email required, no credit card needed, no strings attached. All templates include plumbing-specific fields like license numbers, permit tracking, and fixture details.

Question 2

What should I include on a plumbing invoice?

Accepted Answer

Your plumbing invoice should include your business name and plumbing license number, contractor registration, insurance information, client details, property address, invoice number and date, itemized list of services and materials, labor hours and rates, service call fees, permit numbers if applicable, subtotal, applicable taxes (noting which items are taxable), total amount due, payment terms, and accepted payment methods. For emergency work, note the time of call and emergency rate applied.

Question 3

Do I need to include my plumbing license number on invoices?

Accepted Answer

Yes, most jurisdictions require licensed plumbers to include their license number on all invoices and work orders. This protects both you and your clients and ensures compliance with local regulations. Some states also require your contractor registration and liability insurance certificate number.

Question 4

How should I charge for service calls and labor?

Accepted Answer

Most plumbers charge a service call or trip charge (typically $75-150) plus an hourly labor rate or a flat rate for common repairs. The service call covers your time, fuel, and overhead. Clearly separate the service call from labor charges on your invoice. For emergency or after-hours calls, apply your premium rate (usually 1.5x-2x standard).

Question 5

What are standard payment terms for plumbing invoices?

Accepted Answer

For emergency repairs and small jobs, "Due Upon Completion" is standard - many plumbers collect payment before leaving. For scheduled installations, Net 15 or Net 30 is common. For large projects like bathroom remodels, request a deposit (25-50%) upfront, progress payments at milestones, and final payment upon completion.

Question 6

Should I charge sales tax on plumbing services?

Accepted Answer

This depends on your location. In most US states and Canadian provinces, plumbing labor is taxable. However, some jurisdictions treat parts and labor differently. Permit fees are typically not taxable. Check with your local tax authority or accountant to ensure compliance, as tax requirements vary significantly by location.

Question 7

How do I invoice for permits and inspections?

Accepted Answer

Permit and inspection fees should be listed as separate line items on your invoice. Include the permit number and type (plumbing permit, building permit, etc.). Most plumbers charge these fees at cost without markup, though some add a small administrative fee for handling paperwork. Always keep copies of permit receipts.

Question 8

Should I charge for diagnostic time?

Accepted Answer

Yes, diagnostic and troubleshooting time should always be billed. Many plumbers include basic diagnostics in their service call fee, but extensive troubleshooting (camera inspections, leak detection, etc.) should be charged at your hourly rate or as a separate diagnostic fee. Make this policy clear when booking appointments.

Question 9

How do I handle emergency service pricing?

Accepted Answer

Emergency and after-hours work typically commands 1.5x to 2x your standard hourly rate. Clearly note on the invoice that emergency rates apply and specify the premium (e.g., "Emergency after-hours service - 2x standard rate"). Include the time of the service call. Most clients expect and accept emergency premiums for immediate availability.

Question 10

What warranty information should I include?

Accepted Answer

Include your standard warranty terms in a notes section on the invoice. Most plumbers offer a 1-year warranty on labor and pass through manufacturer warranties on parts and fixtures (typically 1-10 years depending on the item). Be specific about what is covered - for example, "1-year warranty on workmanship, excludes clogs from misuse or damage from freezing."

Question 11

How do I handle markup on parts and fixtures?

Accepted Answer

Industry standard markup on parts is typically 20-40%, though this varies by market and item type. You can either show parts at retail price (cost + markup) or break out the markup separately. Some plumbers prefer transparency while others include markup in the part price. Either approach works as long as your total pricing is competitive.

Question 12

Should I document camera inspections on invoices?

Accepted Answer

Yes, if you perform camera inspections of pipes or sewer lines, note it on the invoice along with what was found and the condition assessment. Offer to provide the video or photos to the client. This documentation justifies recommended repairs and protects you if issues arise later.

Question 13

How do I invoice for water damage or multiple trips?

Accepted Answer

For jobs requiring multiple trips (parts ordering, staged work), charge a service call fee for each visit or note "return trip charge" on subsequent visits. For water damage work, document the extent of damage, emergency mitigation performed, and permanent repairs. Take photos and include detailed descriptions.

Question 14

Can I customize the plumber invoice template?

Accepted Answer

Absolutely. Our templates are fully customizable. Add your logo, change colors, modify line items, add fields for fixture models or pipe sizes, remove sections you don't need - make it work for your plumbing business. The Excel and Word versions are especially easy to customize with editable formulas and formatting.

Question 15

What's the difference between the Excel, PDF, and Word templates?

Accepted Answer

Excel is best for automatic calculations - formulas calculate subtotals, taxes, and totals automatically. PDF is ideal for final versions sent to clients - looks professional and can't be edited. Word is great if you want easy text editing and is good for estimates. Download all three formats to see which fits your workflow best.

Question 16

How do I handle deposits and progress payments?

Accepted Answer

For large projects, create an initial invoice for the deposit (typically 25-50%). Then invoice at completion milestones: rough-in completion, fixtures installed, final inspection passed. Each invoice should reference the total project cost and show previous payments with remaining balance due. Invoice Mama makes this easy with automatic payment tracking.

Question 17

Should I charge for disposal and cleanup?

Accepted Answer

Yes, disposal fees for old fixtures, water heaters, or hazardous materials should be itemized. This includes dump fees, recycling charges, and time spent hauling items. Cleanup and restoration work (patching drywall, concrete repair) should also be charged separately as these are beyond basic plumbing services.

Question 18

What information do I need for commercial plumbing invoices?

Accepted Answer

Commercial invoices often require additional details: your federal tax ID (EIN), detailed labor breakdown by worker/day, backflow testing certification if applicable, proof of liability insurance, lien waiver forms for contractors, and often purchase order numbers. Commercial clients may require specific invoice formats or electronic submission through their accounting systems.

Question 19

Why should I use Invoice Mama instead of templates?

Accepted Answer

Templates work for occasional invoicing, but Invoice Mama saves significant time if you invoice regularly. You'll never fill in your business details again, clients are saved for repeat work, invoices are numbered automatically, send directly via email, accept online payments, automatic payment reminders, and track which invoices are paid. First 10 invoices free forever, then $69 once for unlimited lifetime access (no monthly subscription).

Question 20

How do I invoice for sewer line camera inspections?

Accepted Answer

Camera inspections should be charged as a separate service, typically $200-500 depending on length and complexity. Itemize it as "Video camera inspection - [X] feet of line" on your invoice. Include findings in the notes section or reference a separate inspection report. Offer clients a USB drive or digital link to the video footage.

Question 21

Should I give estimates before doing the work?

Accepted Answer

For non-emergency work, always provide a written estimate before starting. For emergency repairs, explain upfront that diagnostic work will be billed even if they choose not to proceed with repairs. Your invoice should match the estimate (or explain any differences). This prevents disputes and builds trust with clients.

Question 22

How do I charge for drain cleaning services?

Accepted Answer

Drain cleaning can be charged as a flat rate (e.g., $150-300 for standard drain snaking) or hourly for complex jobs. Hydro jetting commands premium pricing ($350-600+). If the job requires camera inspection or extensive work beyond basic cleaning, itemize these separately. Always note which drains were serviced and the method used.

Question 23

What should I do if a client refuses to pay?

Accepted Answer

First, try friendly communication - many payment issues are simple misunderstandings. Send a formal demand letter after 30 days with a final deadline. After 45-60 days, you can file a mechanics lien (if allowed in your area), use a collection agency, or file in small claims court. Document everything and never disconnect completed work illegally.

Question 24

How do I invoice for water heater installation?

Accepted Answer

Break down water heater invoices into clear sections: old water heater removal and disposal, new water heater (include brand and model), installation labor, additional materials (pipes, fittings, expansion tank, shut-off valves), permit fees, and any required upgrades (venting, gas lines, electrical). This transparency helps justify what often seems like high total costs to clients.

Question 25

Should I invoice in paper or digital format?

Accepted Answer

Digital invoices (PDF via email) are faster and more convenient for most clients. However, some older clients or property managers prefer paper invoices. Ask the client their preference when booking. Digital invoices get paid faster on average and create automatic paper trails. Always keep digital copies regardless of how you deliver them.

Question 26

How do I handle invoicing for insurance claims?

Accepted Answer

For insurance work, provide extremely detailed documentation. Break down every item, include photos of damage and repairs, note manufacturer part numbers, and document all labor with detailed descriptions. Insurance companies often require specific formats - ask the client or adjuster before starting. Keep copies of everything as claims can take months to process.

Question 27

What if I need to invoice for work I already completed weeks ago?

Accepted Answer

Send the invoice immediately, even if its late. Use the actual work completion date (not today's date) as the invoice date. In note, apologize for the delay and explain if necessary. Most clients will still pay, though it may take longer. Learn from this - set up a system to invoice within 24-48 hours of job completion to maintain cash flow.

Question 28

How do I charge for frozen pipe repairs?

Accepted Answer

Frozen pipe work often involves emergency service, so apply your emergency rate. Break down the invoice: emergency service call, diagnostic time, thawing service, pipe repairs or replacement, water damage mitigation if applicable, and preventive measures (pipe insulation, heat tape). Document the extent of freezing and any burst pipes with photos.

Question 29

Should I include photos or documentation with invoices?

Accepted Answer

For complex jobs, water damage, or insurance work, definitely include photos. Reference them in the invoice ("See attached photos of damaged pipes"). This documentation supports your charges, protects you from liability claims, and helps clients understand the scope of work. Some plumbers email photos separately or provide access to a shared folder.

Question 30

How do I invoice property management companies?

Accepted Answer

Property management companies often have specific requirements: purchase order numbers, property addresses, unit numbers, tenant names, specific invoice formats, and electronic submission through their portals. Always get a PO number before starting work. Payment terms are typically Net 30 or Net 45. Build these longer payment terms into your pricing if possible.

Question 31

What payment methods should plumbers accept?

Accepted Answer

At minimum, accept cash, checks, and credit/debit cards. Adding digital payment options (PayPal, Venmo, Zelle) and ACH transfers speeds up payment significantly. Many plumbers use mobile payment terminals (Square, PayPal Here) to accept cards on-site. For commercial work, be prepared to accept ACH transfers and purchase orders with Net 30 terms.

Question 32

How detailed should my service descriptions be?

Accepted Answer

Be specific enough that clients understand what you did, but not so technical that they're confused. Instead of "Fixed leak," write "Replaced corroded shut-off valve under kitchen sink." Include fixture models, pipe sizes, and materials when relevant. Detailed descriptions prevent disputes and justify your pricing.

Question 33

Can I charge extra for difficult access or unusual circumstances?

Accepted Answer

Yes, difficult access surcharges are common and justified. Crawl spaces, tight attics, multiple-story buildings without elevators, and homes with aggressive pets all warrant additional charges. Disclose this to clients upfront and itemize it clearly on the invoice as "Difficult access surcharge" or similar. Most clients understand when they see you struggle with their cramped basement.

Question 34

How do I invoice for repiping an entire house?

Accepted Answer

Large repiping projects need detailed invoicing broken into phases: demolition and old pipe removal, new pipe installation by section (kitchen, bathrooms, etc.), fixture reconnection, drywall repair and painting, inspection and testing, permit fees, and disposal. Request payment at milestones: 50% upfront, 25% at rough-in inspection, 25% at completion. Each invoice should reference the total project cost.

Free Plumber Invoice Template

Download Your Free Plumbing Invoice Template

Excel Template

PDF Template

Word Template

Everything You Need for Professional Plumbing Invoices

Plumbing-Specific Line Items

License & Insurance Fields

Emergency Service Documentation

Multiple Download Formats

Tax Calculation Ready

Permit & Inspection Tracking

Warranty & Guarantee Information

Professional Design

How to Use Your Plumber Invoice Template

Download Your Preferred Format

Add Your Business Details

Fill in Client Information

List Services and Materials

Calculate and Send

What to Include in Your Plumber Invoice

Service Charges

Pipes & Fittings

Fixtures & Appliances

Water Heater Services

Drain Services

Leak Detection & Repair

Installation Services

Repair Services

Commercial Services

Materials & Supplies

Permits & Fees

Equipment & Disposal

Additional Charges

Best Practices for Plumbing Invoices

Always Include Your License Number

Document All Service Details

Separate Materials from Labor Clearly

Charge Appropriately for Service Calls

Be Transparent About Emergency Rates

Include Permit Information When Applicable

Offer Multiple Payment Options

Set Clear Payment Terms

Use Consistent Invoice Numbering

Include Detailed Warranty Information

Document Camera Inspections

Send Invoices Immediately

Why Plumbers Choose Invoice Mama

Save Hours Every Week

Get Paid Faster

Look Professional

Stay Organized

Tax Season Made Easy

Free to Start

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