Free Plumbing Invoice Template

Plumbing calls often start in a hurry: a leak, a backed-up drain, no hot water. The invoice is where the customer finally sees what the visit cost and why. When the trip charge, the labor, the parts and any after-hours rate are each on their own line, a stressful call ends with a bill the customer understands and pays.

This plumbing invoice template is loaded in the editor below with a water heater replacement: a trip charge, installation labor, a 50-gallon gas heater, fittings, a permit and haul-away of the old unit. Swap in your business and the job, add your logo, and download a PDF to hand over or email.

Plumbing invoice templates

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  1. $89.00
  2. $500.00
  3. $1,149.00
  4. $64.50
  5. $60.00

Tip: copy rows from Excel or Google Sheets and paste them into any line.

Show on invoice

Total$1,862.50

What to include on a plumbing invoice

On top of your business details, the customer's details, an invoice number and dates, a plumbing invoice should show these.

Trip charge or service call
If you charge to come out, list it first and say what it includes, such as the first half hour or a diagnosis. A visible trip charge avoids the feeling that the labor line was padded.
Pricing method
Say whether the job was flat rate or time and materials. A flat-rate line reads “Replace kitchen faucet, includes removal of old faucet”; time and materials shows hours × rate plus each part.
Fixtures and parts
Name the fixture or part with its size and brand or model: “Gas water heater, 50 gal, 40,000 BTU”. Customers need this for manufacturer warranties, and it helps whoever services it next.
After-hours and emergency rates
Nights, weekends and holiday calls often carry a higher rate. Bill those hours on a separate line and label them, for example “Emergency labor, Sunday (1.5× rate)”.
Permits and disposal
Water heater replacements, gas line work and repiping often need a permit. Show the permit fee on its own line, along with haul-away or disposal of the old fixture.
Warranty and job notes
State your labor warranty and point to the manufacturer's warranty for the fixture. Note anything you found but did not fix, such as a corroded shut-off valve, so the customer has it in writing.

Example: a water heater replacement

A trip charge, four hours of installation labor, the heater and fittings, a permit and haul-away. Sales tax applies to the parts only here.

Description Qty Rate Amount
Trip charge 1 $89.00 $89.00
Labor: remove and install water heater (hours) 4 $125.00 $500.00
Gas water heater, 50 gal 1 $1,149.00 $1,149.00
Fittings, flex connectors and valve 1 $64.50 $64.50
Plumbing permit 1 $95.00 $95.00
Haul-away of old unit 1 $60.00 $60.00
Subtotal $1,957.50
Sales tax (6% of $1,213.50 in parts) $72.81
Total due $2,030.31

Tax rules for plumbing labor and materials vary by state and country. If only the parts are taxable, calculate the tax and enter it as a fixed amount on the tax line.

Flat rate vs time and materials

Flat-rate pricing gives the customer one price before you start: replace a toilet, clear a main line, install a disposal. It is easy to approve and you carry the risk if the job runs long. Time and materials bills the hours you actually spend plus parts, which suits jobs where you cannot see the problem until the wall or floor is open. Some plumbers use both: a flat rate for the known part of the job and time and materials for anything found once it is opened up, agreed with the customer before continuing.

Whichever you use, the invoice should match the way you quoted. For flat-rate work, one line per task with the inclusions in the details is enough. For time and materials, separate labor from parts and keep the hourly rate visible. On a big job, write a quote first in the quotation generator and convert it to an invoice once the work is done.

  • Put the flat-rate task name exactly as it appeared on the quote.
  • For time and materials, round hours the way you told the customer you would.
  • Keep emergency or after-hours time on its own line.
  • Attach or reference photos of the problem if you took them.

Water heaters, remodels and property managers

Water heater installs are among the most common larger plumbing invoices. Include the tank size and fuel type, the fittings and venting you replaced, any expansion tank or pan the local code asks for, the permit and disposal. It turns the invoice into a record the homeowner can use for the manufacturer's warranty.

Property managers and landlords often want the unit address or unit number on every invoice and a work order number from their system. Add both as custom fields in the invoice details. If they pay monthly, keep one invoice per job so each can be matched to its work order.

  • Water heaters: tank size, fuel type, model and serial number in the details.
  • Code items: expansion tank, drain pan or venting changes as their own lines.
  • Landlords: unit address and work order number as custom fields.
  • Remodels: separate rough-in and finish invoices if you bill in stages.

Payment terms for plumbers

Residential service calls are usually paid on completion, so “Due on receipt” is the norm. Say which payment methods you take in the payment details, and let the customer pay by card or payment link on the spot when you can. For an emergency call, confirm the rate and trip charge on the phone before you drive out, so the invoice matches what was said.

For remodels and repipes that run several days, many plumbers take a deposit before buying fixtures and bill the balance at the end, or in stages for rough-in and finish. Record the deposit under Amount paid on the final invoice so the balance due is clear.

Property managers and builders commonly pay on Net 15 or Net 30. Agree on it in writing, reference their work order or PO number on each invoice, and follow up the day after the due date rather than weeks later.

Plumbing invoice FAQ

Trip charges, flat rates, parts and permits.

What should a plumbing invoice include?

Your business and license details, the customer's details, invoice number and dates, the trip charge, labor (flat rate or hours × rate), each part or fixture with its size and price, permits, disposal, tax if it applies, the total and your warranty.

How do I show a trip charge?

Add it as the first line, for example “Trip charge, includes first 30 minutes”. If you waive it when the customer goes ahead with the repair, list it and apply a discount of the same amount.

How should I bill emergency or after-hours calls?

Put the after-hours labor on its own line at the higher rate and label it, such as “Emergency labor, Saturday night (1.5× rate)”. The customer sees exactly where the extra cost came from.

Do I list the water heater model on the invoice?

Yes. Put the size, fuel type and model or serial number in the details under the heater line. The customer will need it for the manufacturer's warranty.

Can I add a work order number for a property manager?

Yes. Add a custom field in the invoice details, such as “Work order”, or use the PO number field. Both print in the invoice header.

Is this plumbing invoice template free?

Yes. Fill it in right here and download the PDF for free, with no watermark and no account.

More free invoice templates

Different work, different invoice. Each of these opens in the same free generator.

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