Free flooring invoice template with ordered and installed footage
A flooring invoice shows two square footages: what was ordered, waste included, and what was actually installed. It also records the product and lot number, the underlayment, the moisture test readings, and the prep nobody could see until the old floor came up. The sample below bills 640 square feet of luxury vinyl plank with carpet tear-out, leveling, and trim for $6,637.40, and the blank PDF and CSV cost nothing to download.
What goes on a flooring invoice
| Field | What goes there |
|---|---|
| Installer, license, and material source | Your company and license, and who sold the flooring: you, a retailer, or the client. Manufacturer claims go back through the seller, so the invoice should say who that was. |
| Rooms and measured area | Net square feet by room, measured wall to wall, closets included. This is the installed number, and labor is billed against it. |
| Square feet ordered and waste | Cartons times the coverage per carton, with the waste percentage you added. Straight plank layouts commonly carry 5 to 10 percent, and diagonal or herringbone layouts about 15. |
| Product, color, and lot number | Manufacturer, product line, color, plank size, and wear layer or species and grade, plus the lot or run number from the carton. A repair years later only matches if someone can find that lot. |
| Underlayment and vapor barrier | The pad or underlayment by type and thickness, and any poly sheeting over a slab. If the plank has pad attached, say so, so nobody wonders why there is no underlayment line. |
| Moisture test results | The method, the readings, and the date. On concrete that means relative humidity probes or a calcium chloride test, and on a wood subfloor it means meter readings of the subfloor and the flooring side by side. |
| Floor prep | Leveling compound by the bag, grinding or sanding by the hour, plywood underlayment by the sheet. Floor leveler runs about $28.50 a bag at the supply house, and the count is only known after tear-out. |
| Tear-out and disposal | Square feet removed by material, since carpet, glued vinyl, and nailed hardwood come up at very different speeds. Note the layer count and where the debris went. |
| Transitions and trim | T-moldings, reducers, and thresholds by the each, stair nose and quarter round by the linear foot. Stair nose runs close to $15 a foot at the supply house, so a flight of stairs is a real line. |
| Furniture and appliances | What you moved, by the room or the piece, and what the client agreed to clear. Call out toilets pulled and reset, appliances, and anything you would not touch, like a piano or a gas range. |
| Leftover material and warranty | The cartons left with the owner, your installation warranty, and the manufacturer's wear warranty. Full cartons left on site are the owner's repair stock, and writing down the count ends the question of where they went. |
The line-item table
| Description | Qty | Unit | Rate | Amount |
|---|---|---|---|---|
| Luxury vinyl plank, 7 by 48 inch, 20 mil, lot 4471B, 32 cartons | 704 | sq ft | $4.35 | $3,062.40 |
| Install, floating click-lock, measured area | 640 | sq ft | $2.75 | $1,760.00 |
| Carpet and pad tear-out with disposal | 640 | sq ft | $0.85 | $544.00 |
| Self-leveling compound at hallway low spot | 4 | bag | $65.00 | $260.00 |
| Slab moisture test, in-place humidity probes | 3 | ea | $45.00 | $135.00 |
| Quarter round, primed, installed | 210 | lin ft | $2.40 | $504.00 |
| Transitions, two T-moldings and two reducers | 4 | ea | $48.00 | $192.00 |
| Furniture moved and reset | 3 | room | $60.00 | $180.00 |
How to use this template
- Show ordered and installed side by side. Bill material on the square feet ordered and labor on the square feet installed. In the sample, 640 square feet of floor took 704 square feet of plank, which is 32 cartons at 22 square feet each and a 10 percent waste allowance.
- Copy the lot number off the carton. Write down the lot or run number before the first box is opened, and check that every carton matches. Mixed lots can show a shade or sheen difference across a room, and the invoice is where that record lives.
- Put the moisture readings in writing. For slabs, the ASTM F2170 method calls for three humidity probes in the first 1,000 square feet and one more for each additional 1,000. Record each reading and the date, because a flooring warranty claim starts with whether the slab was tested.
- Count prep after the old floor is up. Agree on a per bag or per hour price for leveling before the job, then bill the quantity once you can see the subfloor. Manufacturers commonly call for a floor flat within about 3/16 inch over 8 to 10 feet, and the straightedge decides how many bags that takes.
- Itemize every transition. Each doorway where the new floor meets tile, carpet, or a different height needs a T-molding, reducer, or threshold. Count them on the walkthrough and list them, since four doorways can add a couple hundred dollars.
Get paid faster
Carpet still sells by the square yard
A square yard is 9 square feet, and most broadloom comes off a 12 foot roll, so seam layout can push the order well past the room's area. Show the yards ordered and the square feet covered so the client is not comparing two different units.
Match the wood to the subfloor before you nail
National Wood Flooring Association guidance wants the flooring and a wood subfloor within 4 percentage points of moisture content for strip under 3 inches wide, and within 2 for wider plank. Note both readings and the delivery date, since acclimation is the first thing questioned when boards gap or cup.
Charge for doors that no longer clear
A thicker floor means undercut jambs and sometimes doors trimmed at the bottom. Undercutting is part of a clean install, but cutting down six doors is carpentry, and it should be a line.
Price glue-down removal on its own
Glued sheet vinyl and the adhesive under it can take longer to remove than the new floor takes to lay. Quote it per square foot apart from carpet tear-out, and state whether scraping the adhesive residue is included.
The blank PDF and CSV keep Qty and Unit apart, so cartons, square feet, bags, and linear feet of trim each bill in their own unit.
Frequently asked questions
How much waste should a flooring invoice show?
For straight plank or strip layouts, 5 to 10 percent over the measured area is typical. Diagonal and herringbone layouts run about 15 percent because every edge piece is an angled cut. Round up to full cartons, and state the percentage so the client understands why 640 square feet of room needed 704 square feet of floor.
Do flooring installers bill for square feet ordered or installed?
Both, on different lines. Material is billed on what was ordered, because cartons cannot be bought in part and waste is real. Labor is billed on the measured floor area. Putting the two numbers on separate lines stops the most common flooring dispute before it starts.
What moisture test does a concrete slab need before flooring?
The two standard methods are in-place relative humidity probes under ASTM F2170 and the calcium chloride test under ASTM F1869. F2170 calls for three test holes in the first 1,000 square feet and one per additional 1,000, drilled to 40 percent of the slab depth when the slab dries from the top only. The flooring manufacturer sets the passing number, so check the install guide.
Who pays for subfloor prep found after tear-out?
The client, if the contract set a unit price for it in advance. Nobody can see a low spot or a soft sheet of subfloor through carpet, so installers quote leveling by the bag or the hour and repair by the sheet, then bill the count once the old floor is up. Photos before and after make the line easy to approve.
Can Staxen turn a finished flooring job into an invoice?
Ivy the Invoicer handles that part. Ivy drafts the invoice, bills a material deposit and a completion balance as milestones, takes card and ACH through Stripe, steps up reminders on unpaid balances, and syncs both ways with QuickBooks Online. Staxen runs $59 per month per AI employee, or $149 per month when you take all three, with a free first 7 days in the app.