Plumbing Invoice Template

How plumbers price a job

Most plumbing jobs are billed as a service call or trip charge, labor by the hour or a flat rate per task, and parts at cost plus a markup. Keep parts apart from labor: customers want to see what the parts cost, and states tax parts and labor differently.

Flat-rate pricing quotes one price per task from a price book, such as replacing a toilet fill valve. Time and materials bills the hours actually worked plus parts. Either way, say what was done, and list the main parts in the detail line of a flat-rate task.

A service call covers coming out; a diagnostic fee covers finding the problem. Many plumbers credit the call against the repair when the customer goes ahead. If you do, show the credit as a discount or say so in the notes.

Details customers and inspectors look for

• Job address. Where you worked, when it is not the billing address: a rental, a parent's house, a shop unit.
• License number. Printed under the business name in states and cities that license plumbers.
• Parts with part numbers. One line per part, the model or part number in the detail line.
• After-hours or emergency rate. A separate line stating when the call came in, so a 2 a.m. price is not a surprise.
• Permit fee. Its own line, with the permit number, when the job needed one.
• Model and serial numbers. For a water heater, softener or other appliance you install, so the owner can register the manufacturer's warranty.
• Warranty. Your workmanship guarantee and the parts warranty, in the notes.

Filling in the plumbing invoice, line by line

1. Start with the call. Put the service call or trip charge first. If you credit it against the repair, add the credit as a discount now rather than explaining it later.
2. Write the fix the way the customer would say it. "Replace water heater thermostat" means more to a homeowner than a part code. Hours and rate go on the labor line; a price book task is one line at quantity 1.
3. Give every part a line. Model or part number in the detail. For a new water heater, add the serial number too.
4. Add permit and after-hours charges separately. Each on its own line, so the base repair price stays easy to compare with your quote.
5. Check the tax rule for your state. Then pick the terms, download the PDF and text or email it.

Plumbing invoice example

Here is the thermostat repair from the preview, worked out by the same calculator the generator uses.

Why no tax line? Ohio treats a repair like this, to plumbing that is part of the house, as a construction contract. The plumber pays sales tax when buying the thermostat and charges the customer none. If your state taxes parts or labor on the bill, tick Taxable on those lines in the generator.

Payment terms: Due on receipt

Due on receipt fits a homeowner who is standing in the kitchen when you finish, so the sample uses it. Property managers and builders usually get Net 15 or Net 30; the generator works out the due date from whichever you pick.

Plumbing invoice in Word or Excel

These files open with the sample's call, thermostat, labor and fittings lines, plus its warranty note.

• Plumbing invoice template for Word (.docx)
• Plumbing invoice template for Excel, with formulas (.xlsx)
• Blank printable invoice form (PDF)
• Fillable invoice form (PDF)

Blank copy in Google DocsBlank copy in Google Sheets

Quote the big jobs first

A repipe, a sewer line or a water heater swap deserves a written price before you start: the plumbing estimate template carries the same lines with a deposit and a valid-until date. When the customer pays at the door, hand them a plumbing receipt.

• Blank estimate: Word, Excel, PDF
• Blank receipt: Word, Excel, PDF

Sources

• Ohio Administrative Code 5703-9-14, sales and use tax on construction contracts