How to make a plumber invoice
- Pick your country. Use the country selector in the editor to set the currency, date format and tax labels. The sample lines below are only a starting point for plumbers.
- Enter your business details. Add your name, address, contact details, tax or registration number and a logo if you have one. Save them as a business profile to reuse next time.
- Add the customer. Enter the customer’s name and address, and a PO or job reference if they gave you one. Save the customer for repeat jobs.
- Edit the line items. Replace the sample plumber lines with your own work. Quantity can be hours, days, units or 1 for a fixed fee. Add a tax rate if you are registered.
- Add payment details and terms. Choose the payment terms, add bank or payment-link details and your notes. A due date is calculated from the terms.
- Choose a look and export. Pick a template and colour, then download the PDF, print it, or save a PNG. Your work is saved in your browser as you type.
The plumber’s invoice: quick to write, clear to read
Most plumbing jobs finish in an afternoon, often in a customer’s kitchen or bathroom, so the invoice has to be quick to produce and unmistakable to read. The best ones use three headings that homeowners recognise: call-out, labour and materials. Customers rarely argue with an invoice that breaks the price into those three parts, because each part is easy to understand.
The editor works on a phone, so you can fill it in on site, save the customer for next time, and send the PDF before you leave the driveway. The sample uses the Stripe layout, a clean template with a coloured header and light zebra rows that prints clearly.
What to include on a plumbing invoice
- Your business name, address and licence or registration number where your area requires one.
- The job address if different from the billing address.
- A summary of the work: “Replaced kitchen mixer tap and fitted two isolator valves”.
- Call-out fee and what it includes, for example the first 30 minutes.
- Labour: hours and hourly rate, or a fixed price.
- Materials: itemised or as a single line, with the supplier cost and any markup stated in your terms.
- Certificates or guarantees: the guarantee period for workmanship and parts.
- Payment terms, payment methods and your tax number.
How plumbers price jobs
| Approach | When to use it | How it appears |
|---|---|---|
| Call-out plus hourly | Repairs and diagnosis | Call-out line, labour hours, materials |
| Fixed price | Standard installs, like a boiler or tap swap | One line per job, with a short description |
| Quote with stages | Bathroom refits | Deposit, then stage payments |
| Emergency rates | Out of hours | Separate rate stated before work starts |
| Maintenance contract | Landlords and businesses | Monthly or annual recurring line |
Example plumbing invoice
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Call-out fee (includes first 30 minutes) | 1 | $85.00 | $85.00 |
| Labour – replace kitchen mixer tap and isolator valves | 1.5 | $70.00 | $105.00 |
| Materials – tap, valves, fittings | 1 | $96.40 | $96.40 |
| Subtotal | $286.40 | ||
| Tax at an illustrative 10% | $28.64 | ||
| Total | $315.04 | ||
Figures are examples only. Currency, tax rate and labels change in the editor to suit your country.
Labour is shown as 1.5 hours, because the editor accepts decimal quantities.
Regulatory and tax notes for plumbers
- United Kingdom: gas work must be done by a Gas Safe registered engineer, and the Gas Safe number is normally shown on documents. If you are VAT-registered, show your VAT number. Check HMRC’s guidance on VAT rates for work on homes.
- United States: most states license plumbers, and many require the licence number on contracts, estimates or invoices. Check your state board. Sales tax on labour and materials varies by state.
- Canada: trade certification is provincial; GST/HST or PST/QST may apply to labour and materials.
- Australia and New Zealand: plumbers must hold the correct licence for the state or the plumbing and gasfitting registration. Rules about showing licence numbers differ, so check your regulator. GST applies once you are registered.
Mistakes plumbers make on invoices
- One line reading “Plumbing work” with a total. Customers query it.
- Not recording the customer’s address of the job, which matters for guarantees and warranty claims.
- Forgetting to bill parts you bought on the way.
- Not stating the guarantee, which leads to confusion on callbacks.
- Leaving the invoice until the weekend. Send it the same day.
Getting paid faster as a plumber
Send the invoice before you leave, with a payment link or bank details on the PDF. Ask for a deposit for larger jobs and for any special-order parts. State “payment due on completion” in the terms, and keep a calm record of reminders. For jobs that go unpaid read what to do when a client does not pay.
Glossary
- Call-out fee
- A fixed charge for attending a job.
- Materials markup
- An amount added to the cost of parts to cover handling.
- Isolator valve
- A small valve that lets you switch off the water to one appliance.
- Registration thresholds (UK £90,000, Canada $30,000, Australia A$75,000, New Zealand NZ$60,000) change; confirm the current figure with your tax authority.
- Licence, certificate and payment-claim rules for trades differ by state, province and country. Check your regulator before relying on any note here.
Frequently asked questions
What is a call-out fee?
A fixed charge for attending, usually covering the first part of an hour. State what it includes.
Should I itemise materials?
For small jobs a single line is fine. For larger jobs, itemise or attach the supplier receipts.
Do I add a markup on parts?
Many tradespeople do. State it in your terms so the customer is not surprised.
Can I fill this in on my phone?
Yes. The editor has a mobile layout with an Edit/Preview switch and a bottom action bar.
Do I need to show a licence number?
That depends on your state or country. Check your licensing regulator.
How do I invoice a landlord for repeat work?
Save the client, and use one invoice per property or per month, with the job address on each line.
What guarantee wording should I use?
Keep it short and specific, for example “workmanship guaranteed for 12 months”. Parts are usually covered by the manufacturer’s terms.
Can I print the invoice for the customer?
Yes. Use Print / Save as PDF; only the invoice is printed.
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