How to Make a Landscaping Invoice

Creating an invoice is essential for any landscaping business, and you can do it for free without any special software. A well-structured invoice ensures you get paid on time and helps maintain a level of professionalism with your clients. Here’s an 8 step guide on what to include when making your own landscaping invoice:

1. Your Business & Contact Info

Start your invoice with your business name, logo (if you have one), and contact information. This should include your address, phone number, and business email. Having this information at the top of the invoice makes it easy for your clients to identify who the invoice is from and how to reach you if they have any questions.

2. Client/Job Details

Next, include the client’s details. This should have the client’s name, address, phone number, and email. When the client’s address is different from the job address, it may be important to specify which property the invoice is for as well.

3. Invoice Details

Clearly mark the document as an invoice and provide specific details such as the invoice number (for your own records), issue date, and due date. This helps both you and your client keep track of multiple invoices as well as prevent any confusion on whether or not this is payable.

4. List of Services/Products & Pricing

List all the services provided or materials used, along with their corresponding prices. Be as detailed when possible to avoid any misunderstandings. Client’s may order a different combination of services in the future, so be sure your pricing makes sense, adds up, and is consistent with your costs.

5. Subtotal, Taxes, Discounts, Credits, Etc.

Calculate the subtotal of all listed services/products. Then, add any applicable taxes, subtract any discounts or credits, and show the final amount before the total.

6. Total

It’s an obvious, yet important thing to discuss. Client’s shouldn’t have to search around or add/subtract to find the total they’re making the final payment out for. While it’s important to have the itemized pricing, discounts, credits, taxes, etc. they all add up to the most important number, the total. This should be the most prominent number on the invoice, so make sure it stands out.

7. Payment Terms

Specify the payment terms, including the payment methods you accept, the due date, and any late fees that may apply. Clear payment terms help ensure timely payments. If you do not set a due date, some clients may use that against you to avoid paying for a long period of time. Many states will have individual laws regarding what is or isn’t permissible for payment terms, so be sure to consult an attorney or read up on local regulations.

8. Notes (optional)

Include any additional notes or messages at the end of the page. This could be a thank-you note, reminders about upcoming services, add-on recommendations, or any other relevant information.

9*. Bonus Tool

There are plenty of free or paid softwares and websites to help you with your invoicing. However, there’s only one all-in-one app we recommend that is tailored to landscapers, the Check app. Right now you can sign up for a free trial by downloading the app on the android or apple app stores. Visit the Check Landscaping Management App’s website to see how easy it is to create an invoice for free, right from your phone.