How To Create a Plumbing Invoice that Simply Works
April 24, 2024 | Read: 9 minutes
Invoicing in the plumbing industry is more than just a way to get paid by your customers.
With the right plumbing invoice and automated payment software, you can optimise your payment processes and improve the customer experience.
With any transaction, it’s important to make sure that everyone knows what the cost is and when the invoice is due to be paid.
It’ll build trust in your branding and keep your cash flowing.
Throughout this guide, we’ll show you how to create a plumbing invoice that looks professional and makes it easy for your clients to pay.
What is a Plumbing Invoice?
A plumbing invoice is a request for payment. An invoice serves as a detailed record of the services rendered by a plumber.
A well-structured plumbing invoice will accomplish the following:
- List the type of work completed, materials used, billable hours, and the overall cost of the services provided.
- Provide customers with a clear breakdown of the charges associated with their plumbing needs.
- Instil a professional brand image and provide transparency between the business and the client.
Why Well-Structured Plumbing Invoices Matter
The importance of a well-structured plumbing invoice isn’t usually apparent until customers start trying to get away without paying.
The bigger your business gets, the harder it will be to manage payments, especially if you don’t have flawless organisation and the best technology to support your business.
Below are five reasons why you should overhaul and optimise your invoicing processes:
1. Professionalism
When it comes to payments, there’s nothing worse than a hidden cost. That’s why your invoices need to be clear and totally transparent, with no hidden fees.
Just think about how many times you’ve gone to check out online and ended up changing your mind at the last second because of a previously unlisted cost.
An organised invoice demonstrates your professionalism and attention to detail. Without it, your business could be perceived as being dishonest. This can lead to negative online reviews, customers may even complain, and they might even delay or avoid paying you.
The best invoices are clear and straightforward and this should reflect your business.
2. Timely Payments
Invoices that are interpretable at first glance and accurately represent the services provided are more likely to be paid promptly.
On top of that, a well-structured invoice helps you maintain a healthy cash flow that allows you to budget properly.
3. Dispute Resolution
If a client disputes an invoice, having a well-documented service history and receipts to refer to as evidence can help resolve issues quickly.
This can prevent conflicts or disputes from arising and keep your business operating without any hiccups.
4. Legal Compliance
Legal trouble can be costly for any business, so it’s best to avoid it at all costs and always double-check an invoice before sending it out.
Keep this in mind when designing a new invoice or updating a current one!
Properly structured invoices often include necessary legal information, such as tax details and registration numbers, keeping your complaint with government requirements.
5. Client Trust
Customers are more likely to return to a company that has consistently shown honesty and openness in its billing practices.
Remember that it only takes one mistake to lose valuable business.
Providing clients with a breakdown of every cost (small and large) will help build trust. They should also feel totally confident that their payment and personal information is protected.
What Goes in a Plumbing Invoice?
When creating a plumbing invoice, you should include the following key elements to help create and structure a flawless billing process:
Invoice Heading & Basic Information
At the top of the invoice, prominently display your business name, logo, address, phone number, and email address.
This information provides clients with a quick way to contact you for any questions or clarifications.
Customer Details
While this may feel obvious, you should always state your client’s name, address, and contact information.
Accurate customer details prevent any confusion about the recipient of the invoice and establish a professional rapport.
As a bonus, if your technician needs to reference the customer info, they’ll appreciate having it in multiple places.
Unique Invoice Numbers
Always assign a unique invoice number and indicate the date it was drafted.
This unique identifier helps streamline your invoicing process and allows for easy reference if the client or administration team has questions or concerns after the payment is processed.
Itemisation of Materials and Labour (Provided with Photos)
There’s a lot that goes on behind the scenes and a well-structured breakdown helps clients fully understand the scope of work.
If possible, consider including photos that showcase completed tasks. This offers visual clarity and reinforces the value of your plumbing services.
Don’t forget to separate the expenses for each service and outline the costs associated with both materials and labour!
Total Amount Due and Payment Methods
Summarise the total amount due for the services rendered and provide a concise overview of the costs, including materials, labour, and VAT.
With invoicing software, you can automate the payment process while providing your clients with multiple digital payment options.
Payment Terms and Due Dates
Communicate the terms and conditions related to payments and include details about due dates and accepted payment methods.
If your business offers discounts or has penalties for late payments, this is the place to outline them clearly. If you offer payment plans for larger projects or for home service maintenance contracts, don’t forget to outline the payment schedule.
Tip: Include a digital link or QR code on the invoice for the client to leave an online review.
Tips for Writing and Sending Plumbing Invoices
Crafting effective plumbing invoices requires attention to detail and professionalism.
You should always be looking to avoid invoicing mistakes—consider these tips when writing and sending your invoices:
Create Your Own Invoices
Designing your own invoices allows you to customise the appearance of the document to match your brand identity.
While using pre-made templates is convenient, creating customised invoices gives you more control over the layout, colour scheme, and formatting.
You can include your business logo, choose fonts that align with your brand, and arrange the elements in a way that makes your business recognisable and memorable.
Provide Clear Descriptions of Services
When describing the services you provided on the invoice, clarity is key. Use concise language that accurately explains each task or repair you performed.
If necessary, use bullet points or a numbered list to break down the different services you’ve completed, making it easy for clients to understand what they are being billed for.
Add Your Branding
Incorporating your business branding into the invoice helps reinforce your professionalism and builds brand recognition. Place your business logo prominently at the top of the invoice.
Use colours and fonts consistent with your brand identity throughout the document. Consistent branding creates a cohesive image of your business and grows the credibility of your invoices.
Send Invoices at Optimal Times
Timing plays a crucial role in getting invoices paid promptly. It’s best practice to send your invoices as soon as the services are completed, while the project details are still fresh in your client’s mind.
Sometimes a client may request to see the invoice early or an extension on a payment—and those should be easy enough to handle—but having the option to do so is crucial for providing top-tier customer service.
Additionally, timely invoicing increases the chances of quick payment and reduces the possibility of clients forgetting about the services you provide.
How You Should Invoice
Clearly lay out all accepted payment methods on the invoice. This information helps clients understand how they can make their payments.
If you accept various payment options, like instant bank transfer (via providers like GoCardless), or have a self-service portal, list them all, with any relevant details added.
Include information about bank transfers, checks, credit card payments, and any online payment platforms you use.
Send Polite Reminders
If a payment becomes overdue, sending a polite reminder can be effective.
Sometimes, clients simply overlook the invoice or get busy with their schedules. If you’re invoicing another business—it could get lost in their accounting department.
A gentle reminder never hurt anyone and a brief message can prompt them to take action and settle their payment.
Have Demand Letters Ready
In cases of persistent non-payment, having demand letters prepared can be useful. These letters are more formal than reminders and escalate the seriousness of the situation.
Free Plumbing Invoice Template
Feel free to use the example image below to help start your plumbing invoice template!
At the top of the page, you’ll want to include a header that states the document is an invoice and your company logo.
Below that, you’ll want to include your company information, invoice number (for internal tracking), due date, and the customer’s personal information.
Once you present that information, you’ll want to have a table or chart below that details the work that was done and the cost for it.
The final invoice may look something like this:
Now that the customer knows how much they’re paying, it’s important to notify them of the terms and conditions of the invoice.
This can be a quick section that restates the cost and how long they have to send the payment. Check out our guide “How to Create an Invoice Customers Will Pay” for more help.
Utilise Invoicing Software for Efficiency
To streamline your invoicing process, explore Commusoft and find out all about our invoicing software.
Our technology offers invoice management, automation, and tracking features that can significantly improve how you invoice your customers.
By following these tips and utilising the resources available, you can create and send plumbing invoices that reflect your professionalism and get paid fast.
It’s important to recognise that effective invoicing contributes to the success of your plumbing business and maintains high customer satisfaction.
