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Plumbing invoice template, and what every invoice should include

Print this template or save it as a PDF. Then use the checklist below it, so your invoices answer every question a customer has before they pay.

Plumbo

By the Plumbo team · 4 min read

On this page
  1. What every plumbing invoice should include
  2. Plumbing invoice example (filled in)
  3. Five ways to get paid faster
  4. Invoice or receipt?

An invoice has one job: get you paid, quickly and without a phone call. The fastest way to do that is to make it impossible to misread. Below is a free template you can print or save as a PDF, then a checklist of what to put on it and why.

Download PDF Word Excel Only the template prints. Fill it in by hand, or download the Word or Excel version (Excel adds up the amounts and the balance for you).
Your business name
Address · Phone · Email
License #:

INVOICE

Invoice #
Date
Due date
Bill to
Job address
Quote / approval #
Date of work
Work completed
DescriptionQtyUnit priceAmount

Subtotal

Tax

Total

Deposit / paid

Balance due

Payment: Check · Card · Zelle · Venmo · Cash (circle). Payment due by the due date above.
Warranty:
Thank you for your business.

What every plumbing invoice should include

  1. Your business name, contact details and license number. Many states require a contractor's license number on contracts and invoices. Check your state licensing board's rules.
  2. An invoice number and date. Number invoices in order (1001, 1002, 1003). It keeps your books clean and makes a missing payment easy to spot.
  3. A due date. "Due on receipt" or a specific date. Without one, customers pay whenever they get to it.
  4. The customer and the job address. They are often different: a landlord, a property manager, a parent paying for an adult child's home.
  5. A link to the approved quote. Put the quote number on the invoice. If the price matches what the customer signed, there's nothing to argue about.
  6. What you did, in plain words. "Replaced 50-gallon gas water heater, installed new expansion tank, hauled away old unit." Not just "plumbing service".
  7. Line items with quantity, unit price and amount. Customers trust a total they can follow.
  8. Any change from the quote, called out. If you found a cracked flange and the customer approved the repair, list it on its own line and note the approval.
  9. Subtotal, tax and total. Sales tax on plumbing work differs by state: some tax materials only, some tax the whole job, some neither. Check your state's rules, or ask your accountant.
  10. Deposits and payments already made, and the balance due. If the customer paid a deposit, show it, so the balance is obvious.
  11. How to pay. List every way you accept money: check (and who to make it out to), card, Zelle, Venmo, cash.
  12. Your warranty and terms. For example, one year on workmanship, and the manufacturer's warranty on the equipment.

In Plumbo, the invoice is one tap from the approved quote, with your license, warranty and terms already on it. If the job changed, say what you did and approve the extras line by line. Try the 60-second demo →

Plumbing invoice example (filled in)

Here is the template filled in for a common job: the 50-gallon gas water heater from our estimate example, after the customer approved it, added the expansion tank option and paid a deposit. The business, customer and prices are made up for the example.

Sample Plumbing Co.
100 Example Ave · (555) 555-0142 · office@example.com
License #: M-00000

INVOICE

Invoice #
1044
Date
Oct 17, 2026
Due date
Oct 31, 2026
Bill toMaria Lopez · (555) 555-0187
Job address123 Sample St, Springfield
Quote / approval #Estimate #1044, signed Oct 13, 2026
Date of workOct 16, 2026
Work completedReplaced leaking 50 gal gas water heater in garage. Installed thermal expansion tank and two new shutoff valves.Tested for gas leaks and checked the vent draft. Hauled away the old heater.
DescriptionQtyUnit priceAmount
50 gal gas water heater1$895.00$895.00
Installation labor1$350.00$350.00
Shutoff valve + fitting2$65.00$130.00
Thermal expansion tank, installed (option approved)1$125.00$125.00
Haul-away & disposal1$85.00$85.00

Subtotal$1,585.00

Taxper local rules

Total$1,585.00 + tax

Deposit / paid$500.00

Balance due$1,085.00 + tax

Payment: Check · Card · Zelle · Venmo · Cash. Payment due by Oct 31, 2026.
Warranty: 1 year on labor; the heater and tank carry the manufacturer's warranty.
Thank you for your business.

Three things make this invoice easy to pay: it points back to the signed estimate, the one added item says it was an approved option, and the deposit is subtracted so the customer sees exactly what is left. Sales tax is left as a line because whether plumbing labor and materials are taxed depends on your state.

Five ways to get paid faster

  1. Invoice on site, the same day. The best moment to get paid is right after the customer sees hot water again.
  2. Take payment before you leave. Card, Zelle or check on the spot beats an invoice in tomorrow's email.
  3. Match the invoice to the quote. Surprises start arguments. Get any change approved before you do the work, then show it as its own line.
  4. Ask for a deposit on big jobs. It covers your parts and confirms the customer is serious. Some states limit deposits on home improvement work, so check your state's rule.
  5. Follow up on a schedule. A friendly reminder a few days after the due date, then another a week later. Most late payers simply forgot.

Invoice or receipt?

An invoice asks for payment. A receipt confirms you were paid. If the customer pays on the spot, send the invoice marked "Paid", with the date and payment method. That works as their receipt.

Writing the quote is the step before. See our plumbing estimate template for that.

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