What a solar installation invoice template should list
A solar invoice is a record the homeowner keeps for years, for warranty claims and for whoever buys the house next. It should describe the system precisely: what was supplied, how many of each, where it was installed and who commissioned it. A line that just says “Solar system, complete” helps nobody later.
- System size and type, such as 8 kW hybrid with a 10 kWh battery.
- Panel make, wattage and count; inverter and battery models.
- Mounting kit for the roof type, cabling and protection gear.
- Installation labor and the commissioning date.
- Serial numbers, or a note that they are on the handover sheet.
- Each stage payment already received, with its invoice number.
Deposit, supply and installation as separate stages
Installers usually take money in stages because the equipment is paid for long before the job is finished. A common pattern is a deposit on acceptance, a larger payment when the equipment arrives on site, and the balance after commissioning. Agree the split on the quote so each invoice simply follows it.
| Stage | When it is invoiced | Example share | Example amount |
|---|---|---|---|
| Deposit | Quote accepted | 40% | R56,685.80 |
| Equipment supply | Delivery to site | 50% | R70,857.25 |
| Balance | After commissioning | 10% | R14,171.45 |
These figures are an example based on a R141,714.50 system including VAT. On the last invoice, list the earlier payments with their invoice numbers, so the balance is obvious.
Equipment, labor and commissioning lines
Keep supply and labor apart. Customers compare equipment prices with what they have seen elsewhere, so a clear price per panel and per battery is easier to accept than one bundled figure. Labor and commissioning then show the value of the work itself. The prices below are examples in rand, before VAT.
| Item | Priced | Example |
|---|---|---|
| 590 W solar panel | Per panel | R2,480 |
| 8 kW hybrid inverter | Each | R24,600 |
| 10 kWh lithium battery | Each | R38,900 |
| Tile roof mounting kit | Per array | R6,850 |
| Installation crew | Fixed price per job | R14,500 |
| Commissioning and handover | Flat fee | R3,200 |
Commissioning, handover and paperwork
Commissioning is the point where the system is tested and switched on, so it is the natural trigger for the final invoice. Date it on the invoice and list what was done: testing, inverter settings, monitoring app setup and a walk through with the owner. That makes the balance easier to request.
If you issue a compliance certificate or register warranties for the customer, quote the reference numbers in the notes. Write the roof type and array location too, which helps any future service visit. If the owner later adds panels or a second battery, raise a new invoice for that work and refer back to the original one.
VAT on a South African solar invoice
Once you are a registered vendor, every solar invoice carries VAT at 15%, and SARS gives you 21 days from the supply to issue the tax invoice. Any job above R5,000, which covers almost every solar system, needs a full tax invoice. That means the customer’s name and address, plus their own VAT number when the buyer is registered.
A full tax invoice also needs your name, address and VAT number, a serial number and date, a description, the quantity and the price with the VAT shown. SARS requires a vendor’s quoted and advertised prices to include VAT, so quote VAT inclusive figures. Since 1 April 2026 you must register when taxable supplies go above R2.3 million in a 12 month period; the old line was R1 million. The South African tax invoice template covers the rules in full.
Mistakes that delay solar payments
Solar invoices are large, so customers read them closely and any doubt pauses payment. Most delays come from the invoice not matching the quote or the system that was actually installed, rather than from the price.
- Swapped equipment not explained. If a panel model changed because of stock, say so on the line.
- Stage payments left off. Always list earlier invoices and amounts paid.
- Final invoice sent before commissioning. Wait until the system is tested and handed over.
- One lump sum for everything. Separate supply, labor and commissioning.
Starting from the Durban installer sample
The buttons on this page download this layout in Word, Excel or PDF. To fill it in online, open the solar invoice generator with the 8 kW sample, which loads the inverter, panels, battery, mounting, protection gear, installation and commissioning with VAT at 15%.
Our guide to deposit invoices covers the first stage. For staged jobs in other trades, see the progress billing invoice, and for wiring work without panels, the electrician invoice. Every design is in the template library.
Fill it in on screen and download or email a real PDF. No sign up.