Free Plumbing Invoice Template

This free plumbing invoice template covers what a service or repair invoice needs: your business name, address, phone and license number, the customer and job address, invoice number and date, labor and parts line items, subtotal, tax and total, payment terms, warranty notes and a signature line. Fill it in on the page, then print it or save it as a PDF from your browser to hand over or email. The CSV download opens in Excel or Google Sheets so you can keep a running parts and pricing list. For tools that do this from the truck, see our plumbing software guide.

What's on the template

Header. Business name, address, phone, plumbing license number, invoice number and invoice date.

Customer and job. Customer name and billing address, plus the job address. For landlords, property managers and home warranty companies, the billing address and the job address are usually different, and getting that wrong delays payment.

Labor. Description, quantity, unit, rate and amount. Common plumbing labor lines:

• Service call or trip charge (flat)
• Diagnostic (flat or per hour)
• Flat-rate repair, such as "Replace toilet fill valve and flapper"
• Time and materials hours, if you bill hourly
• After-hours or emergency premium
• Camera inspection or drain cleaning (flat)

Parts and materials. Same columns. List brand and part number where it matters (a water heater, a pressure-reducing valve, a garbage disposal), so warranty claims and repeat calls are easy to look up.

Totals. Subtotal, tax and total due.

Terms and notes. Payment terms, warranty on labor and parts, and a signature line confirming the work was completed.

How to fill it in

1. Use a running invoice number. Start at 1001 rather than 1 if you'd rather not look brand new. Never reuse a number.
2. Describe the work, not just the part. "Replaced 50-gallon gas water heater; installed new expansion tank and gas flex connector; hauled away old tank" tells the customer what they paid for. "Water heater - $X" invites a call.
3. Record model and serial numbers. For water heaters, tankless units, sump pumps and disposals, write the model and serial in the notes. You'll need them for warranty registration and the next service call.
4. Show fees separately. Permit fees, haul-away and disposal, and any trip charge belong on their own lines. A permit pass-through at cost is easier to defend than a buried markup.
5. Apply tax the way your state requires. If your state taxes parts but not labor, the split between the two sections does the work for you.
6. State payment terms and how to pay. "Due on receipt. Card, check or bank transfer accepted." For commercial accounts, add the PO number and Net terms.
7. Write the warranty. Give your labor warranty in plain terms, such as "90 days on labor," and note that parts carry the manufacturer's warranty.
8. Get a signature. A customer signature confirming the work was done ends most "you never fixed it" disputes before they start.

Flat-rate or time and materials

The template works either way, but fill it in differently.

Flat-rate shops list each task as one labor line with a quantity of 1 and the task price: "Replace kitchen faucet (customer-supplied)," "Clear main line from cleanout." Parts are often built into the task price, so the parts section may hold only extras the customer chose, like an upgraded faucet.

Time and materials shops list labor in hours at the hourly rate, with a separate line for any after-hours premium, and itemize every part with its price. Round hours the way you told the customer you would, for example to the nearest quarter hour, and keep it consistent.

If you're switching from T&M to flat-rate, the invoice is where customers notice. A short note such as "Price quoted and approved before work began" heads off most questions.

Common mistakes

• One line for the whole job. "Plumbing repair - $640" is the invoice customers dispute. Break it into labor, parts and fees.
• Hiding the trip charge. If it's not on the invoice and wasn't mentioned on the phone, expect a chargeback.
• No job address. On a property manager's account with 40 units, an invoice without the unit address sits unpaid.
• Skipping serial numbers. Six months later, the water heater leaks, and nobody knows which model you installed.
• No warranty language. Without it, customers assume a lifetime guarantee on labor.
• Sending a spreadsheet. Email the PDF, not the CSV. Customers can't read a raw spreadsheet on a phone, and it looks unfinished.

When to switch to software

A template is fine for a few invoices a week. It starts costing you when you're writing invoices at night from notes taken on the job, chasing unpaid ones by memory, and retyping the same flat-rate repairs every time.

Software lets the tech build the invoice on site from a price list, take a card before leaving the driveway, and sync the payment to your books. As of October 2026, Jobber Core is $29/mo billed annually with QuickBooks Online sync included, and Housecall Pro Basic is $59/mo billed annually, with flat-rate pricing arriving on its $149/mo Essentials plan. If all you need is invoices and payments, Joist's Basics plan is $10/mo, or $8.34/mo billed annually.