Plumbing Invoice Template

What is a Plumbing Invoice Template?

A plumbing invoice template is a structured document designed to help you create professional invoices for your plumbing services. Invoice templates are useful because they include all the essential billing details – it’s simply a matter of filling in the fields with your own business information.

Additionally, a well-organised invoice for plumbing helps to reinforce your professional credibility. Your customers will appreciate having a clear record of what they’re being charged for, and it might also help to minimise disputes. Having a good invoicing system will also make your life easier at tax time, and streamline the administrative side of your business. 

How To Use Our Plumber Invoice Template

With our plumbing invoice examples, all you need to do is download the template and fill it in with your own details. Here’s a list of things you should include in your invoices: 

• Your business details: Include your plumbing business name, ABN (if applicable), address, phone number, and email.
• Client information: Add the client’s name, address, and contact details – whether it’s a homeowner, business, or property manager.
• Invoice number: Assign a unique invoice number for easy record-keeping.
• Date: Clearly state the issue date and payment due date to set clear expectations.
• Job description: Provide a concise summary of the plumbing work completed – such as repairs, installations, or maintenance services.
• Itemised costs: List labour hours, call-out fees, plumbing materials, subcontractor costs (if applicable), and any other relevant expenses.
• GST: If you’re registered for GST, include the 10% GST amount and your ABN. If GST doesn’t apply, clearly state that on the invoice.
• Payment terms: Outline your accepted payment methods (bank transfer, PayID, credit card, etc.) and specify any late payment fees.

How Do Invoices For One-Time Jobs and Ongoing Service Agreements Differ?

Plumbers often handle a variety of jobs, from one-time repairs to ongoing maintenance contracts. In this section we’ll explore the ways in which plumbing invoicing can differ depending on the job:

One-Time Jobs

One-time plumbing jobs are standalone services that address a specific issue or installation, such as fixing a leaking pipe, unclogging a drain, or repairing a water heater. These jobs are generally completed in a single visit or short timeframe.

A one-time job invoice should include the following elements::

• Detailed description of the service: A brief but clear summary of the plumbing work completed.
• Itemisation of materials used: A breakdown of any parts, fittings, or supplies used for the job.
• Labour costs and total charges: The plumber’s hourly rate or fixed fee, along with the final amount due.
• Payment terms and due date: The accepted payment methods, due date, and any applicable late fees.

Ongoing Service Agreements

Ongoing service agreements are recurring contracts where a plumber or plumbing business provides regular maintenance, inspections, or agreed-upon services over a set period. These agreements are common for commercial properties, apartment complexes, and businesses that require routine plumbing upkeep, such as annual checkups, drain cleaning, or system maintenance.

A service agreement plumping invoice should include:

• Consistent invoicing: Typically issued on a recurring basis, such as monthly, quarterly, or annually.
• Clear mention of the contractual agreement: A description of the service plan, e.g., ‘Monthly Plumbing Maintenance Plan for XYZ Property.’
• Fixed pricing: It’s common to use fixed pricing. In situations where additional work or repairs are needed, these should be itemised separately.
• Summary of services provided: A brief overview of the work completed during the billing period, such as inspections, cleaning, or minor repairs.

Benefits of Using Tailored Invoice Templates

Using a plumbing-specific invoice template helps to streamline the billing process, ensuring accuracy, professionalism, and compliance with Australian business standards. 

Here are some of the key benefits of using a tailored invoice template:

• Ensures payment accuracy and clarity: A detailed invoice helps prevent disputes by clearly outlining labour, materials, and total costs.
• Helps track income for tax purposes: Keeping consistent, well-organised invoices makes it easier to report earnings and claim deductions at tax time.
• Builds professionalism and trust with clients: A well-designed invoice reinforces your business’s credibility and reassures clients they’re dealing with a reliable plumber.

How to Estimate Labour Charges

Labour costs – whether charged per job or hourly – make up a significant portion of any plumbing invoice.

To determine your hourly labour rate, you should factor in your labour burden – which includes wages, superannuation, workers’ compensation, and other employment costs. Don’t forget to account for GST if applicable. 

When setting rates, you should consider an employee’s experience, licensing, and qualifications. Ensuring your labour charges reflect both your costs and expertise will help maintain fair pricing while keeping your business profitable.

Common Payment Terms

Payment terms let clients know when their invoice is due and how to pay, helping to ensure prompt and accurate payments.

While many plumbing businesses use standard payment terms, you can adjust them based on the size of the job. For smaller jobs, immediate payment upon completion is common. For larger projects, you might set a due date – ‘Net 30’ (payment due within 30 days) is a popular option in Australia.

If you offer long-term plumbing services, consider payment plans to make costs more manageable for clients. You may also want to outline a late-fee policy to encourage timely payments and protect your cash flow.

When Should You Send Your Plumbing Invoice?

For smaller plumbing jobs, such as repairs or installations, it’s standard practice in Australia to issue an invoice immediately upon completion to ensure prompt payment.

For larger projects, such as renovations or commercial plumbing work, you may need to send progress invoices at key stages of the job. Using invoicing software can help streamline this process, making it easier to track payments and manage your cash flow.

When to Charge a Diagnostic Fee

You’ve probably encountered this scenario: a homeowner calls your plumbing business, and after you visit and diagnose the issue, they decide to have a friend or family member handle the repair instead.

In situations like this, it's common to charge a diagnostic fee for the time and resources spent identifying the problem. This fee can be hourly or a flat rate. When issuing the invoice, include your business name, contact details, and a breakdown of the time and resources used to assess the issue.

You can also include an estimated repair cost in case the client decides to hire you for the job after all. This helps ensure you're compensated for your time, while leaving the door open for future work.

How to Create an Estimate For a Job

Large plumbing projects with multiple components and extended timelines can quickly become complex. In these cases, it's beneficial for both you and your client to start with an estimate that clearly defines the scope of work and anticipated costs.

To create a plumbing job estimate, make sure to include the following details:

• Your business name, address, and contact information
• Scope of work: A clear description of the tasks to be completed
• Labour costs: Include any hourly rates or fixed fees for the job
• Parts and materials: A breakdown of what will be required
• Total estimated cost for the project
• Timeline for completion: When the job is expected to be finished
• Licences and permits: Any specific requirements for the job
• Terms of service: Outlining payment terms, cancellation policies, etc.

A plumbing business involves many moving parts, and managing all of them can be challenging. By using the right plumbing invoice template, you can streamline your processes and keep your cash flow intact.

Invoicing tools like QuickBooks can help you create estimates and invoices quickly, track your work, and get paid faster – making it easier to manage your plumbing business.

The Importance of Compliant Invoices

In Australia, compliant invoices are a legal requirement for businesses. According to the Australian Taxation Office (ATO), tax invoices must include specific details such as:

• Business name
• ABN
• Invoice number
• Date
• A clear breakdown of goods or services provided. 

Additionally, for businesses registered for GST, it’s crucial to include the GST amount and your GST registration number. 

Use Accounting Software to Simplify Plumbing Invoices

QuickBooks Online accounting software makes it possible to simplify your admin tasks while improving your overall business efficiency. With QuickBooks invoicing, you can easily track payments, manage records, and send invoices on the go – making sure you get paid on time.

Download our free invoice templates or sign up for a free trial of QuickBooks Online to run your business efficiently and keep your cash flow healthy.