Why lawn care professionals should send great invoices
You make the world a more beautiful, green place. You love what you do, but that doesn’t mean it’s easy. You should be paid fairly and promptly for your lawn care and gardening expertise – so you need an invoice that clearly details the labor required by you and/or your crew, as well as all the associated costs for planting trees, flowers, and grass.
No cookie-cutter invoice will do, as no two jobs are ever the same. Your invoice needs to be flexible enough to capture the specific requirements requested by each customer.
Your invoices should also look as great as your work. A well-designed, professional invoice adds to your outstanding reputation.
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).
- Browse through our beautiful selection of invoice templates designed especially for lawn care professionals in different colors and styles
- Pick the one you like and download it in the format that works best for your business – Word, Excel, PDF, Google Docs, or Google Sheets. It’s free!
- Insert your business name and up-to-date contact information, including your cell phone number and email address. If you offer additional services, such as landscape design or pool cleaning and maintenance – add it here too
- Insert your beautiful lawn care logo, website address, and any other graphics you’d like
- Insert your client’s name and contact information
- Generate a unique invoice number
- Add the date of the invoice and the date the payment is due
- Insert a detailed list of your lawn care services, along with a description of each, and the hourly or flat rate
- Include a list of items to be billed to the customer, such as grass seed, rolls of sod, fertilizer, and other lawn care supplies, with descriptions and costs for each
- If you included other services, such as landscaping, or flower and tree planting, add more lines to include all you did. This template is easily tailored to make sure you cover all the services provided
- If you are including a discount for a regular lawn care or gardening customer, or a city or municipality that hires you on an on-going basis, make sure you mention the discount so your client knows they are receiving a lower price for your experience and expertise
- Calculate the total price, including all applicable taxes, and enter the total
- Include your payment terms, including the methods of payment you accept
- Because this is a fully-customized template, there is room for you to add lines for a personal note to thank the customer for their business, and to ask them to refer you to their family and friends
- Save a copy – and send off the invoice!
When is the right time to send an invoice to your lawn care customers?
Instead of invoicing on completion of the service, many lawn care professionals ask for a percentage of the cost up front, with the remainder when the service is completely finished, or at each maintenance interval.
If you are on retainer for your lawn care or gardening services to a corporate client, or to a city or municipality, you might want to 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 lawn care professionals
Keep a timesheet
If you are providing your services at an hourly rate, accurately track your billable hours and include your timesheet as an attachment to your lawn care invoice so your client knows exactly how much work you have done. If you are working on retainer and it outlines a maximum number of hours, your timesheet will show when extra charges need to be included.
Include your professional recommendations
Include a few lines to describe any future lawn care or gardening services you think would be beneficial to help your customers’ lawns stay looking their best. You could also include links to interesting articles and gardening blogs. It shows you are thinking about their best interests and are providing them with your expert opinion.
Include a payment due date
A payment due date can help you get paid promptly for your professional lawn care services. It also highlights your professionalism, as your customers will see you have a payment system in place.
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.