Free plumbing invoice template for service and repair
A plumbing invoice has to explain the charges a client did not see coming: the trip charge, the after-hours premium, and every part pulled off the truck. List each fixture and part on its own line, show labor as hours or a flat task price, and print the premium rate with the time of the call, since nights and weekends commonly bill at 1.5 to 2 times the standard rate. The sample below bills a 50 gallon gas water heater replacement with an expansion tank, and the template is free as a blank PDF and CSV.
What goes on a plumbing invoice
| Field | What goes there |
|---|---|
| Plumbing license number | The license of the contractor or master plumber responsible for the work, the same number that appears on any permit for the job. |
| Service address and call type | Address plus scheduled, emergency, or after hours. The call type is what justifies a premium rate, so it has to be in writing. |
| Arrival and departure times | Time on site for every visit. On an 11 p.m. burst pipe, the timestamps are the evidence behind the after-hours rate. |
| Trip charge | The flat service call or diagnostic fee, often $75 to $150 depending on the market. State whether it is credited toward the repair when the client approves the work. |
| After-hours rate | The multiplier or flat premium and when it applies, for example 1.5 times standard labor before 7 a.m., after 6 p.m., on weekends, and on holidays. |
| Fixture and parts list | Each fixture by brand, model, and size, and each part by name: water heater, expansion tank, gas connector, dielectric unions. Model numbers let the client register warranties. |
| Labor | Hours at your rate or a flat price per task from your price book. Flat rate pricing is common in service plumbing because clients want a number before the wrench comes out. |
| Permit and inspection | Permit number, the city's fee billed at cost, and the inspection result for water heater, gas, or repipe work where your jurisdiction requires a permit. |
| Removal and disposal | Hauling away the old heater, toilet, or debris as its own small line rather than a surprise inside labor. |
| Warranty and serial numbers | Your labor warranty plus the manufacturer's tank or parts warranty, with serial numbers for anything under manufacturer coverage. |
| Payment due | Service calls are normally due on completion. Larger jobs such as repipes bill a deposit and a balance. |
The line-item table
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Service call and diagnosis | 1 | $95.00 | $95.00 |
| 50 gallon gas water heater, 40,000 BTU, 6 year tank warranty | 1 | $1,150.00 | $1,150.00 |
| Thermal expansion tank, 2 gallon | 1 | $95.00 | $95.00 |
| Gas connector, dielectric unions, and seismic strap kit | 1 | $95.00 | $95.00 |
| Labor, drain and remove old heater, install and test, hours | 3.5 | $125.00 | $437.50 |
| Haul-away of old water heater | 1 | $60.00 | $60.00 |
| Water heater permit, city fee at cost | 1 | $110.00 | $110.00 |
How to use this template
- Stamp the call type and times first. Before any line items, write scheduled, emergency, or after hours, with the arrival and departure times. Every premium further down the invoice traces back to those three facts.
- Itemize the truck stock. List each part pulled from the truck with its price. A client will accept $95 for an expansion tank; one line reading parts, $285 invites a phone call.
- Cite code on required add-ons. When code forces an add-on, say so on the line. The International Plumbing Code requires thermal expansion control where a check valve, backflow preventer, or similar device lets heated water raise the system pressure, and California requires every new or replacement water heater to be braced, anchored, or strapped against earthquakes. Required by code gets paid; an unexplained extra looks like an upsell.
- Write down model and serial numbers. Record them for heaters, disposals, pumps, and fixtures. When a tank leaks in year five, the invoice is the install date proof the manufacturer asks for.
- Close out service calls on site. Service plumbing gets paid at completion. Send the invoice before you pack the truck and take the card while the client can still see the dry floor.
Get paid faster
Decide the trip charge credit rule once
Many shops credit the service call fee toward the repair if the client approves it on the same visit. Whatever your rule, print it on the quote and the invoice, because the argument is never about the $95, it is about the surprise.
Define after hours by the clock
Before 7 a.m., after 6 p.m., weekends, and named holidays, with the multiplier next to it. A premium tied to a clock gets paid; one tied to the word emergency gets disputed.
Never bill one task two ways
Choose flat rate or hourly for each task. A flat toilet rebuild plus an hourly line covering the same work reads as double billing even when it is not.
Keep the failed part until you are paid
On repairs a client doubts, a cracked fitting or a seized valve in a bag is the fastest proof. Offer it, photograph it, and note the photo on the invoice.
The CSV opens with four columns ready for parts and labor, and the blank PDF prints clean enough to hand over on a clipboard at the end of a service call.
Frequently asked questions
What is a plumbing trip charge?
A flat fee for travelling to the job and diagnosing the problem, typically $75 to $150 depending on the market. It covers drive time and truck costs whether or not the client approves the repair. Many plumbers credit it toward the work when the client says yes during the same visit.
How much more do plumbers charge after hours?
Common practice is 1.5 to 2 times the standard labor rate for nights, weekends, and holidays, or a flat emergency fee on top of the normal rate. The premium should be stated when the client books the call and repeated on the invoice next to the time of the call.
Does a water heater replacement need an expansion tank?
Often. The International Plumbing Code requires a pressure control device where a check valve, backflow preventer, or similar device on a system with a storage water heater lets thermal expansion build pressure, and an expansion tank is the usual answer. Codes vary by jurisdiction, so confirm locally and list the tank on its own line.
Should parts markup show on a plumbing invoice?
You do not have to show the markup, only the price. Most service plumbers sell parts at a price that already includes markup and handling and list each part at that price. What causes trouble is a parts total with no detail, not the markup itself.
Is there software that invoices from the truck?
Staxen is one option. Its Ivy the Invoicer drafts the invoice from the job, collects card and ACH payment through Stripe, escalates reminders on anything unpaid, and keeps QuickBooks Online in sync both ways. Staxen charges $59 per month per AI employee, $149 per month for all three, and the first job costs nothing, no card required.
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