Why landscapers should send professional invoices
You have the creative vision and horticultural expertise to transform an empty space into a paradise of flowers and trees. You are passionate about working outdoors and creating beautiful, living spaces – but it is still hard work. You deserve to be paid fairly and quickly for your specialized expertise.
That means your invoice must clearly detail the physical work you do, as well as your creative and technical skills. It also needs to be flexible enough to capture the unique landscaping requirements requested by each customer.
Your invoices should also look as attractive as your landscaping work. A well-designed, organized invoice adds to your great reputation as a professional landscaper.
Once you've downloaded your free invoice template, you'll need to customize it to fit your specific business. Here are the 10 key things to include on your invoice:
- Title and Description: Name the project and briefly describe what type of work your client is being invoiced for.
- Company Details: Add your company name, address, phone number, and logo to the top-right corner.
- Customer Details: Under "Bill To", add your customer's name, address, and contact information.
- Invoice Number: Include a unique invoice number to help you track down this invoice in the future. You can format this based on sequence and customer. For example, if you're sending your very first customer their first invoice, the invoice number could be 001-001.
- Dates: Include the date when your invoice has been issued and the date when payment is due.
- Line Item: Add individual line items for each unique good or service you provided. For each line item, include a brief description, quantity, individual unit price, and total price.
- Subtotal: Add up the subtotal of your goods or services, before tax has been applied.
- Tax: Indicate the tax rate applied to the subtotal. This is legally required to provide on invoices, and your rate may differ depending on where you run your business.
- Total: Outline the total amount due from the customer, after tax.
- Notes: Include any additional info your customer should know, including terms of service and payment terms (for example, payments are due 30 days after the invoice has been issued).
- Look at our wide selection of invoice templates developed especially for landscape professionals in different colors and designs
- Choose the one that calls to you, and download it in the format you prefer to work in for your landscaping business – Word, Excel, PDF, Google Docs, or Google Sheets. It’s free!
- Insert your landscaping business name and all your current contact information. If you offer year round services such as fall lawn maintenance and snow removal – mention it in this section
- Insert your amazing landscaping company logo, website address, and any other related graphics
- Add in your client’s name and contact information
- Add a unique invoice number
- Put in the date of the invoice and the date the payment is due
- Insert a detailed list of your landscaping services, along with a description of each, and the appropriate hourly or flat rate
- Include a list of materials and supplies to be billed to the customer, such as plants, soil, and other items, with descriptions and costs for each
- If you included other services, such as lawn maintenance, add lines to describe all your services. This template is easily modified to cover all the details
- If you are including a discount for a regular landscaping customer, or a company, community, or municipality that hires you on retainer, make sure you mention the discount so your client knows they are receiving a great price
- Calculate the total price, including all applicable taxes, and enter the total
- Include your payment terms, including the payment methods you accept
- There is room for you to add lines for a personal note at the bottom of the invoice. You might want to thank the customer for their business, or tell them how much you enjoyed working on their landscaping project.
- Save a copy – and send it off!
When is the right time to send an invoice to your landscaping customers?
Since landscaping can be a large job that takes many weeks, or even months, many landscapers ask for a percentage of the cost up front, with the remainder when the landscaping is completely finished. This helps you pay for supplies, any additional contract work or labor, maintenance of equipment, and the wages of any crew members you need.
If you are on retainer for your landscaping services, invoice at regular intervals to keep the revenue coming in. Whatever payment method you choose, make sure it’s clearly noted on each invoice, and clarify what portion of the final ‘cost’ has been paid to date.
Invoicing tips for landscapers
Include any professional landscaping recommendations
Help encourage future work by adding a few lines to mention any future landscaping or gardening services you think your client might like. You could also include links to interesting articles and gardening blogs to highlight a shared interest in a particular type of plant or flower. It shows you value their business and are providing them with your expert knowledge.
Use a timesheet
If you are billing your landscaping services at an hourly rate, track your hours and include a timesheet as an attachment to your invoice so your client knows exactly how much work you have put into their landscaping project. If you are working on retainer with a maximum number of hours, use your timesheet to indicate when you need to charge extra.
Be flexible on payment methods
Get paid faster by accepting e-Transfers, debit cards, direct bank deposits, and other online methods of payment so your customers can pay in the way that is most convenient for them.
Always include a payment due date
Get paid promptly for your professional landscaping services by always including a clear payment due date. It actually works! Plus it highlights your professionalism by having a recorded payment system in place.