Why pest control professionals should send great invoices
You know how to get rid of a wide range of insects and other pests. It’s a specialized skill, and every pest situation is different. That means you need a truly flexible invoice that clearly details your hard work, as well as all the associated costs for killing insects, trapping animals, and making sure they don’t come back.
On top of that, your invoice needs to be clear and understandable so your customers know exactly what they are paying for. And although your work can get messy, your invoices should look clean, professional, and well-designed.
Every touch point with your customers reflects on the quality of the work you provide – so make sure your invoice adds to your impeccable 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).
- Look through our interesting selection of beautifully designed pest control invoice templates in different colors and styles, and pick the one that you like best
- Download the invoice template in your preferred format – Word, Excel, PDF, Google Docs, or Google Sheets. It’s easy, and it’s free!
- Add in your business name and appropriate contact information. If you offer emergency pest control, or specialize in a particular area, add that in here too
- Insert your pest control company logo, website address, and any promotional images you like to use – like bugs and mice (but not too graphic! You want your customers to remember your great service and results – not the critters that invaded their house!)
- Insert your client’s name, address, and other pertinent contact information
- Add on a unique invoice number, and job number, if needed
- Put in the invoice date and the payment due date
- Include a detailed list of your pest control services, along with a description of each, and the charge
- Include a list of materials or supplies to be billed to the customer, with descriptions and costs for each
- If you include any other services, add or subtract lines to include all the important details. The template is easily customized to make sure you cover everything you have done for the customer
- If you are including a discount for a corporate or municipal client, add a line highlighting the discount so they know they are receiving a special discounted price for your expertise
- Calculate the total price, including all applicable taxes, and enter the total
- Include your payment terms, including the payment methods you accept
- It’s always a good idea to add a few lines for a personal note or to thank the customer for their business. It could help lead to more business!
- Save a copy – and then send it off to your customer
When is the right time to send an invoice to your pest control customers?
Most pest control specialists have the customer sign an estimate and then ask for payment upon completion. But if it is a complicated or large job that requires extra materials and contract labor, many exterminators ask for a percentage of the cost up front, with the remainder when the job is finished. If you are on retainer to a corporate client, or to a municipality, invoice at regular intervals to keep the revenue coming in.
Quick invoicing tips for pest control professionals
Be courteous and patient
An insect infestation, or a family of rats in the basement, can add stress to people’s lives, so make sure you politely and patiently explain what you are going to do, and the necessary costs involved. If you’re empathetic, kind, and pleasant, your customers will spread the word about your great work. And everyone knows word of mouth recommendations go a long way!
Include your professional recommendations
Add a few lines to describe any services you think would be helpful to protect your customer’s property from further pest problems. It shows you are thinking about their best interests and providing them with your expert knowledge. It could also encourage more business!
Include a payment due date
A payment due date can help you get paid promptly for your services. It also reinforces your professionalism as a pest control expert.
Accept a variety of payment methods
If you can, let your customers pay in the way that’s most convenient for them. Accepting e-Transfers, debit cards, direct bank deposits, and other online methods of payment can help you get paid faster.