Plumbing invoice template for repairs, installs and emergency calls

How plumbers usually bill a job

Plumbers tend to bill in one of two ways. Time and materials means a call out fee, labor by the hour and parts listed one by one. Flat rate means a fixed price per task from a price book, such as “replace kitchen faucet”, with parts included. Some plumbers use both, depending on the job.

After hours, weekend and holiday work usually carries a higher call out fee or labor rate. Agree it on the phone before you drive out, and name it on the invoice, for example “Emergency call out, Saturday 7:40 pm”.

Example lines on a plumbing invoice template

The clearest plumbing invoices keep labor and parts apart and give each part a name and quantity. A single line reading “parts, $312” invites a phone call. These prices are examples only, to show how each line is commonly charged; your rates and local supplier prices will be different.

A worked example: emergency water heater swap

Here is how a weekend water heater replacement might look on one invoice, using example prices. The call out, labor, parts, permit and disposal each get their own line, so a property manager or homeowner can check every figure before approving payment.

1. Emergency call out, Saturday: $149.00
2. Labor, remove and replace water heater, 3.5 hours at $115: $402.50
3. 50 gallon gas water heater, model and serial in notes: $1,180.00
4. Expansion tank, valves and fittings: $96.00
5. Water heater permit, city fee passed through at cost: $85.00
6. Haul away and disposal of old heater: $45.00

Total due: $1,957.50. The notes would carry the permit number and the manufacturer’s warranty period.

Details many plumbers add to the invoice

Many plumbers include the job address, the model and serial numbers of anything installed, and a short note on what caused the problem. These details help the customer with warranty claims later and help you if you are called back to the same property months afterwards.

• Your license number, where your area issues plumbing licenses and you normally display it.
• Permit and inspection references for work that needed them.
• Separate warranty notes for parts and for your workmanship.
• A reference to before and after photos, such as “Photos sent by text, Oct 18”.

Plumbing invoice mistakes that cause disputes

Plumbing disputes usually start with surprise: a higher rate, a part nobody expected or an unclear cause. Most of that is avoidable on paper. Watch for these before you hand over or email the invoice, especially after an emergency call when everyone is tired.

1. Lumping all parts into one line. List each part so the markup can be understood.
2. Not naming the after hours rate. If you charged more, the invoice should say why.
3. Leaving out model and serial numbers. The customer needs them for the warranty.
4. Billing the tenant for the owner’s repair. Confirm who pays before you start.
5. Writing “fixed leak”. Say where the leak was and what you replaced.

Using the plumbing template and generator

Download this plumbing layout from the buttons on this page as a Word document, an Excel spreadsheet or a PDF. Or open the plumbing invoice maker with a sample job, which loads the water heater example above so you can swap in your own parts, hours and prices.

Registered for GST or VAT outside the US? Set the country and tax in the generator, and read how to add VAT to an invoice if you need the math. Electrical work has its own electrician invoice template, small repairs suit the handyman layout, and other trades are listed on our invoice template hub. Chasing a slow payer? See late payment fees and interest.