Why snow removal professionals should send professional invoices
Snow removal is critical work. You help people stay safe so they can carry on with their day in even the snowiest of conditions. You need an invoice that clearly details the amount of work you put in, as well as your expertise in snow removal.
That means your invoice needs to be flexible enough to capture the specific requirements of each job, while being clear and understandable so your customers know exactly what they are paying for.
Every point of contact with your customer reflects on the quality of the work you provide – so make sure your polished and 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).
- Select the specialized snow removal invoice template you like best from our wide assortment of different designs and colors
- Choose the invoice template you want in your preferred format – Word, Excel, PDF, Google Docs, or Google Sheets. It’s easy to download and it’s free!
- Insert your business name and up-to-date contact information. If you offer 24-hour emergency service, make sure you mention it here
- Drop in your logo, website address, and any other snow-filled graphics
- Insert your client’s name and contact information
- Add a unique invoice number
- Insert the date of the invoice and the payment due date
- Include a detailed list of the snow removal services you provided, along with a description of each, and the hourly or flat rate
- Include a list of materials and any additional services to be billed to the customer, with descriptions and costs for each
- Add or subtract lines to ensure you include all the important details. The template is easily customized to make sure you cover all your costs
- If you are including a discount for a high volume of work, or for a long-time customer, add a line explaining the discount so they know they are getting a real deal for your services
- Calculate the total price, including all applicable taxes, and list the total prominently at the bottom of the invoice
- Include your payment terms, including the methods of payment you accept
- Even though it’s cold outside, you can add a warm touch to your invoice with a personal note such as a “thank you” for the business
- Save a copy – and then send the invoice to your customer
When is the right time to send an invoice to your snow removal customers?
It's best to send your invoice as soon as you finish the snow removal job. If it is a particularly large project that is going to take several days, some snow removal professionals ask for a percentage of the cost up front, with the remainder on completion of the project. If you are on retainer, you may want to invoice bi-weekly or monthly. As an independent snow removal business owner, you have materials to buy and equipment to maintain, so you need to keep the revenue coming in as fast as that snow is falling.
Quick invoicing tips for snow removal professionals
Add a timesheet
If you bill by the hour for on-going snow removal services, keeping an up-to-date timesheet can help you accurately track your billable hours. Include your timesheet as an attachment to your invoice so your client knows exactly how much work you put in to clear the snow out of their way.
Shorten your payment terms
We live in an automated world where people are used to paying for services right away. Ask for payment immediately on completion, or at most a week or two weeks later. You jump into action for your customers, especially in emergency situations, so you deserve quick payment.
Accept a variety of payment methods
Make it convenient for your customers to pay you right away by including electronic options such as e-Transfers and other online payment methods.
Be clear about the payment due date
No matter how long or short your payment terms are, always clearly indicate when you expect payment. This also reinforces your professionalism.
Send your invoice to the attention of your client contact
If you are providing snow removal services for a large company, make sure you add an “Attention to:” line on your invoice so it is sent to the right person. You don’t want your invoice getting lost in the mailroom.