Free landscaping invoice template
Bill installs, plantings and hardscape jobs with materials and labor on separate lines, so clients can see what went into the ground and what went into the work.
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Stone Creek Landscape Co.
Raleigh, NC
Bill to
Dana Whitfield
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Bed prep: remove old shrubs, grade and edge front beds | 6 hr | $65.00 | $390.00 |
| Double-shredded hardwood mulch, installed | 8 cu yd | $55.00 | $440.00 |
| Boxwood shrubs, 3 gal | 12 each | $35.00 | $420.00 |
| Fescue sod, installed and rolled | 1200 sq ft | $1.00 | $1,200.00 |
| Green waste haul-off and dump fee | 1 load | $120.00 | $120.00 |
- Subtotal
- $2,570.00
- Total due
- $2,570.00
Notes
Water new sod daily for the first two weeks. Plant warranty covers replacement for one year with proper watering.
Download the landscaping invoice template
US Letter, 8.5 x 11 in. Take it with the sample lines above to edit, or blank to fill in from scratch
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Fill it online with these linesWhat to include on a landscaping invoice
- 1Job site address, which can differ from the billing address for rentals and HOAs
- 2Plant material listed by species, container size and count
- 3Bulk materials such as mulch, soil, stone and sod with the unit (cubic yard, ton, square foot)
- 4Labor hours or a fixed install price for each area of the property
- 5Equipment charges for skid steers, trenchers or sod cutters if billed separately
- 6Debris haul-off and dump fees on their own line
- 7Deposit already received, subtracted from the balance due
- 8Plant warranty terms and watering instructions
How landscapers and landscape installation crews usually bill
- Fixed price per project from an itemized estimate, common for bed installs, patios and sod
- Materials at cost plus a markup, with labor billed separately by the hour or by the job
- Per square foot for sod, pavers and grading work
- Deposit at signing to cover plants and materials, with the balance due on completion
- Change orders for added beds, upgraded plants or extra loads of material agreed on site
Payment terms
Most landscapers ask for a deposit before ordering plants and bulk material, often a third to a half of the job, because nursery stock and stone cannot be returned once delivered. Invoice the balance the day the job is finished, while the client can still walk the yard and see the work. Net 15 is common for homeowners and Net 30 for property managers and HOAs. For multi-week installs, split the remaining balance into milestone invoices tied to visible stages such as grading, hardscape and planting. Put any change orders in writing before the extra work starts and list them as separate lines on the final invoice.
General guidance, not legal or tax advice.
Common mistakes on landscaping invoices
- Lumping plants, mulch and labor into one total, which invites questions and makes warranty claims hard to track
- Forgetting dump fees and extra material loads that were added during the job
- Starting added work on a verbal OK and then billing for it without a signed change order
- Leaving the plant warranty off the invoice, so the client assumes it covers drought or neglect
Landscaping invoice questions
What should a landscaping invoice include?
Your business details, the client and job site address, an invoice number and date, each area of work with plants, materials and labor itemized, any haul-off or equipment fees, deposits already paid, the balance due, payment terms and your plant warranty.
Do landscapers charge sales tax?
It depends on the state and on what you sell. Some states tax plants and materials but not installation labor, some tax landscaping services, and some tax neither. Check with your state revenue department before adding tax to an invoice.
How much deposit should a landscaper ask for?
Many landscapers ask for enough to cover plants and materials, often a third to a half of the project. Some states limit contractor deposits, so check your state rules and put the deposit amount in the signed estimate.
Should I list plant prices separately from labor?
Yes. Separate lines show the client what they paid for, make warranty replacements easy to price, and help if your state taxes materials differently from labor.
How do I bill for extra work added on site?
Write a short change order with the added work and price, get the client to sign or approve it by email, and add it as its own line on the invoice with the change order date.
Send it from BillingOtter
A template still has to be emailed and chased. In BillingOtter the same invoice goes out by email with the PDF attached and a pay link, and you see what is paid, due or overdue.
- Email the invoice with the PDF and a Pay button
- Clients pay by card or US bank transfer (ACH) on Creator Pro, without creating an account
- Automatic payment reminders on Creator Pro, which stop as soon as the invoice is paid
- Free Starter covers 5 invoices a month, no card needed
Templates for related trades
Free tools for landscapers and landscape installation crews
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