Landscaping invoice template: free Excel, Word and PDF, with a sample landscaping invoice and a lawn care invoice

Published November 10, 2026 · Template and tax rules checked November 10, 2026

• Free. The files come by email.
• Deepsel is our product: free estimate, invoice and scheduling software for contractors, with scheduling, quotes, invoicing, card payments and service plans. The section before the FAQ says how it connects to this template.
• Not legal or tax advice. Sales tax on landscaping changes from state to state and from one kind of work to the next; check yours before you rely on any line here.

This landscaping invoice template bills both kinds of work a landscape company does: one-off jobs like a bed refresh or a planting, and route work like weekly mowing billed by the month. It keeps the service address apart from the billing address, has a billing period and a row for every service date, line types for monthly service, per-cut lawn service, labor hours, materials, plants, delivery, dump fees and extra work, and a Tax column so sales tax lands only on the lines your state taxes. Page 2 is a filled-in sample landscaping invoice from Texas. Page 3 is a lawn care invoice for a monthly mowing customer in Pennsylvania, and page 4 explains each field.

Make your own copy in Google Sheets (opens in your Drive) or download the Excel version (.xlsx), where the line totals, tax, deposit and balance work themselves out and a Pricing tab turns your cost into a marked-up price, a season of cuts into a monthly price and a bed into cubic yards of mulch. To type into or print, copy it into Google Docs or get the Word version (.docx) or the PDF. Pick a format, enter your email and I'll send the links. Plumbers, electricians and HVAC shops get the same layout in the plumbing, electrician and HVAC invoice templates.

Before building it I downloaded the free landscaping and lawn care templates that rank for this search. Staxen's Excel file has working formulas, a size column for plant containers and a locate ticket row, but it applies one tax rate to the whole subtotal, and its sample's tax rate is zero.¹ Invoize's lawn care spreadsheet labels its tax row "TAX (8%)" while the formula multiplies by 8.25 percent.² Wave's landscaping sheet still has 2020 dates and lorem ipsum in the notes box.³ MyInvoice's sample spring cleanup shows its math (6 cubic yards of mulch at $85) with sales tax at 0 percent,⁴ and AR Workflow's guide has the best monthly mowing example of the lot, listing each cut and the week skipped for rain, as text to copy rather than a file.⁵ None of the five has a filled-in example that taxes some lines and not others. That's the part that changes from one state to the next.

What should a landscaping invoice include?

A landscaping invoice should carry your business name, address, phone and any license number (a pesticide applicator number if you spray); an invoice number, date, due date and terms; who pays and the property you worked on; the billing period and every service date; one line per kind of charge (the monthly service or each cut, labor hours, materials by the cubic yard or square foot, plants by size and count, delivery, dump fees, extras with who approved them) with quantity, rate and amount; sales tax on the lines your state taxes; deposits, payments and any previous balance; the balance due; and how to pay.

The service address and the dates

Landlords, property managers and HOAs pay for yards they never see, so the template keeps the billing address and the property apart, with room for the gate code and the dog. Dates matter more on a lawn invoice than on most others. A homeowner who's at work every Thursday can't tell whether you came five times in October unless the invoice says so. List the dates, and if a week was skipped for rain or drought, write that down too.

License numbers

If you spray weed control or apply fertilizer for hire, print your pesticide applicator or business license number in the header. What each state requires, and where, is on the lawn care business license guide; the Maryland pesticide business license page works through one state in full.

One line per kind of charge, each marked Y or N

The Type column keeps a month of mowing, a crew's hours, a yard of mulch and a dump fee on separate lines, and each line gets its own tax mark. States care how you split the bill. Pennsylvania taxes the whole invoice if you don't state nontaxable work, like leaf raking, apart from the lawn care.⁹ Texas presumes your total charge taxable when a nontaxable part, like a design fee, isn't stated separately.⁶

Seasonal and irrigation work

Spring start-ups and fall blowouts go on one line each at your per-visit price; the sprinkler winterization checklist has what owners charge for both. Irrigation repairs bill like a service call, with parts and hours on their own lines, as on the irrigation pricing page. Keep them apart from mowing on the invoice, because some states tax the two differently (New York and North Carolina both do, in the table further down).

Sample landscaping invoice: a bed refresh in Texas

Page 2 of the template is this job. A homeowner accepted a quote for new shrubs and fresh mulch in her front and side beds. A two-person crew pulled the old mulch and six overgrown shrubs, edged the beds, planted 8 Indian hawthorn and 12 perennials, and spread 6 cubic yards of hardwood mulch. She'd paid a $500 deposit when she accepted. Names, numbers and prices are made up.

The math, so you can check the spreadsheet:

• Mulch: the beds measure 640 square feet, and 640 x 3 inches ÷ 324 = 5.93 cubic yards, so the crew ordered 6. It costs $34.00 a yard; plus 50 percent is $51.00, and 6 x $51.00 = $306.00.
• Plants: the hawthorn cost $18.50 each, so $27.75 with the markup; the perennials $7.00, so $10.50.
• Labor: two people for six hours is 12 hours at $65.00. Writing "2 people x 6 hr" in the description answers the question before she asks it.
• Delivery and the dump fee pass through at cost. The crew's time to haul the green waste is in the 12 hours.
• Tax: Texas collects state and local tax "on the total charge" for landscaping and lawn care, planting and mowing included, but not on the professional services of landscape designers when they're billed separately.⁶ So the $150 plan is N and everything else is Y: $1,691.00 − $150.00 = $1,541.00, and 8.25 percent of that is $127.13. That rate is the highest a Texas address can have: 6.25 percent state plus up to 2 percent local.⁷

The spreadsheet's Landscaping example tab is this invoice, and its Pricing tab shows the markup and the mulch yards.

Lawn care invoice sample: a monthly mowing customer in Pennsylvania

Page 3 is a mowing customer at the end of the season. He signed up for weekly mowing at $42 a cut: 30 Thursdays from April 9 to October 29, or $1,260, billed as seven payments of $180. October had five Thursdays. He also had the fall fertilizer round, and he asked by text for a leaf cleanup and a mulch touch-up in the front bed. Names and prices are made up.

Pennsylvania's rule for lawn care lists what's taxable: fertilizing, mowing, trimming and edging lawns, aerating, overseeding and more. It also lists what isn't: planting or removing shrubs and trees, mulching beds, and "separately stated charges for leaf raking."⁹ So the mowing and the fertilizer are Y, and the leaves and the mulch are N. The state rate is 6 percent, plus 1 percent in Allegheny County and 2 percent in Philadelphia.¹¹ $180.00 + $70.00 = $250.00, and 6 percent of that is $15.00. The mulch is $36.00 a yard at cost plus 50 percent. The header says which payment of the season this is and lists the five cut dates, so the $180 matches what the customer saw happen.

How to bill a monthly mowing customer

Owners bill mowing two ways. Per cut is the simplest to explain: "I charge by each mow. Each customer has a weekly mow price. If I decide the yard needs skipped there is no charge that week," one owner wrote in a July 2025 r/LawnCarePros thread.¹⁴ A flat monthly price is the other. In the same thread, an owner with five years of Midwest customers laid out his math: "I calculate how many scheduled services there will be, add up the total cost, then divide it by the amount of months they'll happen across," with the example "7*50 =350, 350/3=116.667, Monthly invoice = $116.67," and "$50 added, per extra service, to that month's invoice."¹⁴

Here is the Pennsylvania customer's season both ways, at $42 a cut on Thursdays:

Same season, same money. The flat price just smooths the five-Thursday months out, and that's why customers like it. The owner above dropped per-cut billing partly because "a monthly invoice isn't as noticeable as a per-service invoice" and because "Some months a customer will get three services vs two (or, in the case of weekly service, five vs four)."¹⁴ Another put it shorter: "Most people just want an invoice they can pay monthly that doesn't change and they can budget for."¹⁴ Spread over 12 months instead of 7, the same season is $105 a month.

Watch the running total, though. By the end of June the flat-rate customer has paid $540 for 12 cuts that would have cost $504 one at a time, so he's $36 ahead of you. If he cancels then, does he get $36 back? Decide before the season starts, along with what a rained-out week, a drought week and an extra cut do to the bill, and put it in the agreement he signs. The lawn care contract template has a skip-visit rule and monthly card billing for exactly this. What to charge per cut in the first place is on the lawn care pricing page.

On the invoice itself, a monthly mowing customer needs four things: the month and which payment it is (7 of 7), the cut dates, any week skipped and why, and every extra on its own line with its date and who approved it.

Materials: cost plus markup, or a price per yard installed

The samples bill materials at your cost plus 50 percent, with labor on its own line, so the customer sees the yards and the hours. Plenty of owners fold the labor in and bill one price per yard installed instead. One owner explained his rule in February: "for mulch we typically charge the cost of materials x2.5. So if mulch is $50 per yard at supplier, we charge $125, plus tax, per yard of mulch installed, no bed prep."¹⁵ An owner in southern Tennessee charges "$120 per yard of mulch, $150 minimum for one yard" on mulch he gets "for $22 a yard."¹⁶ And some don't mark materials up at all: "Customer pays what I paid."¹⁷

Whichever you pick, know the difference between markup and margin. A 50 percent markup on $34 mulch is a $51 price and a 33 percent margin, because the $17 you add is a third of what the customer pays. The spreadsheet's Pricing tab shows both for every material, and contractor markup goes deeper. For yards, multiply the bed's square feet by the depth in inches and divide by 324: 640 square feet at 3 inches is 5.93 yards.

Labor hours, delivery and dump fees

Bill labor as crew size times hours, and write both in the description. "12 hr" on its own invites a phone call; "2 people x 6 hr" doesn't.

Hauling is the cost new owners forget. "If they want the brush hauled away, make sure to add a landfill dump fee. Call the landfill and ask them how much it will be if you don't know," an owner told a new company in July.¹⁸ The fee is the small part. Another owner adds "$250 for hauling and dump fees(dump fees aren't high in my area but the time to load and drive time there and back)."¹⁷ The template puts the landfill's fee on a Dump fee line at cost, with the ticket number, and the hauling time on the labor line, so neither one gets lost.

Sales tax on landscaping and lawn care: five states compared

There's no single answer, which is why the template marks tax line by line. Five states, five different rules:

So a Texas mulch job is Y on every line but the design fee, a Pennsylvania mulch job is N, and the same weekly mow is Y in New York and not taxed in North Carolina. In your state, find the revenue department's page for landscaping or services to real property, or ask your accountant, before the first invoice goes out.

How to fill in the landscaping invoice template

1. Open the Excel file. Yellow cells are inputs and gray cells are formulas. The two example tabs are the invoices above, Pricing has the markup, monthly price and mulch helpers, and Notes has the state rules.
2. Fill in your company block and license numbers once and save it as your master copy.
3. For each invoice, enter the number, date, terms in days (0 for due on receipt), bill-to, service address, billing period and the service dates.
4. Pick a Type for each line, describe it (material and size, or crew and hours), enter quantity and rate, and mark Tax Y or N.
5. Enter your tax rate, any deposit or payments, and any previous balance. Balance due is what the customer pays.

The Word and PDF versions have the same layout without formulas, for typing or filling in by hand. For the quote that comes before the job, use the landscaping estimate template.

Invoice numbering

One sequence, never reused, never skipped. Year plus a counter (2026-0001) sorts by date and shows how many invoices you've sent this year. Void a wrong invoice and issue a new number rather than editing the copy the customer already has.

When the template stops being enough

The spreadsheet works fine for a few projects a month. On a mowing route it turns into retyping the same lines every month, then chasing checks.

On the free plan of Deepsel you add the customer, build the job from your price book, turn it into an invoice and email it, and the customer pays from the link by card (3.3% + 30¢) or from a bank account (1%, capped at $15). Price book > Add a trade loads a Landscaping & lawn starter list (mowing by yard size, spring and fall cleanups, mulch by the cubic yard, shrub trimming, fertilizer, weed control, aeration, dethatching, overseeding, sod by the square foot, sprinkler start-up and winterization, and a free estimate visit), each with an example price to replace and a cost field the customer never sees. Those starter items come in marked non-taxable. Every line has a Taxable switch, and tax applies only to the lines that have it on, so in Texas or Pennsylvania switch it on for the work your state taxes. The rate is one you save in Settings, or, once card payments are set up, automatic sales tax looks up the rate for the service address (Stripe charges for those lookups).

Weekly mowing runs as a recurring job series on every plan: set the repeat rule once and the visits are made 12 months ahead. Each finished cut can get its own invoice, or the series can bill nothing and you send one monthly invoice yourself from the Invoices page. An invoice that gathers a month of cuts by itself isn't built yet. On Pro, the service plans module charges a plan to the card on file each month, and a mowing series linked to the plan counts its visits. Free covers 30 estimates and 30 invoices a month for your whole team, with no card to start: billed monthly, that's one invoice per customer, so up to 30 lawns, and Pro is $29 a month for unlimited estimates and invoices (pricing). There's no route optimization, and QuickBooks sync is coming soon to Max but isn't out yet. The five steps, with screenshots, are on invoicing for contractors, and free lawn care software compares nine other free plans if you'd like to shop around.

More for lawn and landscape companies

• Lawn care and landscaping contract template: seasonal scope, a skip-visit rule and monthly card billing, the agreement your monthly invoices point back to.
• Lawn care pricing: what owners charge per cut, per acre and per application, and how to price the season.
• Snow removal pricing and the snow removal contract template, for the winter half of the year.

Frequently asked questions

What should a landscaping invoice include?

Your business name, address, phone and any license number (a pesticide applicator number if you spray); the invoice number, date, due date and terms; who pays and the property you worked on; the billing period and every service date; one line per kind of charge (the monthly service or each cut, labor hours, materials by the cubic yard or square foot, plants by size and count, delivery, dump fees, extras with who approved them) with quantity, rate and amount; sales tax on the lines your state taxes; deposits, payments and any previous balance; the balance due; and how to pay.

How do I bill a lawn care customer monthly?

Multiply your price per cut by the cuts in the season and divide by the months you bill: 30 weekly cuts at $42 is $1,260, or $180 a month over seven months. Bill the same amount every month, say which payment it is (7 of 7), list the cut dates and put extras on their own lines. The rules for rained-out weeks, extra cuts and cancelling mid-season belong in the season agreement the customer signs first.

Do landscapers charge sales tax?

It depends on the state and the work. Texas taxes landscaping and lawn care on the total charge. Ohio taxes it once you sell $5,000 of it in a calendar year. Pennsylvania taxes mowing, fertilizing and other lawn care but not planting shrubs, mulching beds or separately stated leaf raking. New York taxes mowing but treats a new lawn or new shrubs and trees as a capital improvement. North Carolina lists mowing and planting as capital improvements. Check with your state revenue department.

How much should I mark up mulch and plants?

Owners who post it range widely. One bills mulch at 2.5 times what the supplier charges, labor included ($125 a yard installed on $50 mulch); another charges $120 a yard installed on mulch that costs him $22; some pass materials through at cost and earn on labor. The sample on this page bills materials at cost plus 50 percent with labor on its own line. A 50 percent markup is a 33 percent margin.

Should a landscaper charge a dump fee?

Yes, if you haul anything away. Put the landfill or transfer station fee on its own line with the ticket number, and bill the time to load, drive and unload as labor or a hauling charge. If you don't know the fee, call the landfill before you quote.

Is there a landscaping invoice template in Excel?

Yes. The Excel version works out line totals, the taxable subtotal from a Y/N Tax column, sales tax, deposits, a previous balance, the balance due and the due date. It has both samples from this page on their own tabs, a Pricing tab for markup, monthly mowing prices and mulch yards, and a Notes tab. The Word and PDF versions have the same layout for typing or printing.

Sources

1. Staxen, "Free landscaping invoice template with plants by size and count" (updated October 15, 2026), and its landscaping-invoice-template.xlsx, downloaded - Invoice and Sample tabs; line totals by formula; a "Size or unit" column; "Work areas," "Locate ticket #" and "Plant warranty" rows; one tax rate applied to the whole subtotal (=E32*N(D33)), with the Sample tab's rate at 0. getstaxen.com, retrieved November 10, 2026.
2. Invoize, "Free Landscaping Invoice Template," and its lawn-care-invoice-template-excel.xlsx, downloaded - one tab; a "Monthly Mowing" line at $40; a row labeled "TAX (8%)" whose formula is =ROUND((J29-J30)*0.0825,2), on the whole subtotal. invoize.app, retrieved November 10, 2026.
3. Wave, "Landscaping Invoice Template," and its Landscaping1-DB.xlsx, downloaded - one item table with a tax rate per line; dates of December 31, 2020; notes box reading "Lorem ipsum dolor sit amet." waveapps.com, retrieved November 10, 2026.
4. MyInvoice, "Landscaping & Lawn Care Invoice Template" - a free generator that downloads a PDF ("Export to PDF, Word or Excel" with the 14-day trial, card required); sample spring cleanup invoice: "Hardwood mulch, delivered and spread (6 cubic yards x $85) $510.00"; "Sales tax (0% in this example) $0.00." myinvoice.us, retrieved November 10, 2026.
5. Sam Frenzley, "Lawn Care Invoice Template: Free Copy and Example," AR Workflow (November 5, 2026) - a layout to copy into "QuickBooks, Word or Google Docs"; monthly example: "Oct 2, 9, 23, 30 ... Weekly mow, trim, edge, blow (4 visits at $48.00). Oct 16 skipped for rain, not billed"; "Tax is not shown because taxability of lawn services varies by state." arworkflow.com, retrieved November 10, 2026.
6. Texas Comptroller of Public Accounts, "Landscaping and Lawn Care Services" (publication 94-112, March 2022) - "You should collect state tax, plus any local tax ... on the total charge for these services"; taxable services include "Planting, mowing, trimming and edging grass or other ground cover" and "Planting and maintaining flower gardens"; "Otherwise, your total charge will be presumed taxable if the taxable portion is greater than 5 percent"; "The professional services of landscape designers and architects are not subject to sales and use tax. These services include ... preparation of design plans"; self-employed individuals with no employees and "gross receipts from the services of $5,000 or less during the most recent four calendar quarters"; "Landscaping services do not include the construction or repair of decks, retaining walls, fences or pools, or the installation of underground sprinkler systems." comptroller.texas.gov, retrieved November 10, 2026.
7. Texas Comptroller of Public Accounts, "Sales and Use Tax" - "Texas imposes a 6.25 percent state sales and use tax ... Local taxing jurisdictions ... can also impose up to 2 percent sales and use tax for a maximum combined rate of 8.25 percent." comptroller.texas.gov, retrieved November 10, 2026.
8. Ohio Department of Taxation, "Sales and Use Taxability" - "Lawn Care or Landscaping: Taxable if the provider earns $5,000+ annually"; R.C. 5739.01(DD) defines "landscaping and lawn care service" as "the services of planting, seeding, sodding, removing, cutting, trimming, pruning, mulching, aerating, applying chemicals, watering, fertilizing ..."; "once you reach at least $5,000 in gross sales from the service in one calendar year, you must register for a vendor's license, and collect and remit sales tax"; landscaping and snow removal "are each treated separately." tax.ohio.gov, retrieved November 10, 2026.
9. 61 Pa. Code § 55.6, "Lawn care services" - "(b) Scope. The sale at retail or use of lawn care services performed in this Commonwealth is subject to tax"; taxable examples include fertilizing, "Mowing, trimming, cutting or edging lawns," dethatching, aerating and "Overseeding, sodding or grass plugging of existing lawns"; nontaxable examples include establishing a new lawn, "Planting or removing shrubbery or trees," "Maintaining shrubbery, flower or vegetable beds, such as by mulching, tilling, weeding or fertilizing" and "Separately stated charges for leaf raking"; "(e) ... The failure to separately state charges for lawn care services from other nontaxable charges on the same invoice requires the charging of tax on the total invoice amount." pacodeandbulletin.gov, retrieved November 10, 2026.
10. Pennsylvania Department of Revenue, "Are landscaping services subject to Sales Tax?" (answer 1001, updated August 19, 2026) - "Landscaping services are not subject to Sales Tax"; "However, once the yard is established, the services you purchase to care for your lawn is subject to the Sales Tax." revenue-pa.custhelp.com, retrieved November 10, 2026.
11. Pennsylvania Department of Revenue, "Sales, Use and Hotel Occupancy Tax" - "The Pennsylvania sales tax rate is 6 percent. By law, a 1 percent local tax is added to purchases made in Allegheny County, and 2 percent local tax is added to purchases made in Philadelphia." revenue.pa.gov, retrieved November 10, 2026.
12. New York State Department of Taxation and Finance, "Landscapers" (TB-ST-505) - capital improvements include "planting or installing a new lawn," "planting shrubs and trees" and "planting perennials," and the landscaper "should get a properly completed Form ST-124 ... and should not collect sales tax"; repair and maintenance services include "mowing lawns," "reseeding bare spots on a lawn," "repairing or opening/closing sprinkler systems," "trimming hedges" and "trimming trees"; "planting annuals" is a taxable installation; "a landscaper must charge tax to the customer on both materials and labor for the job, including any expenses or other markups." tax.ny.gov, retrieved November 10, 2026.
13. North Carolina Department of Revenue, "Services to Real Property Taxability Chart," Landscaping and Yard Care - in the Capital Improvement column: "Plant, maintain, install, or replace lawns (includes sod), flowers (perennials and annuals), shrubs, and trees"; "Apply fertilizers, herbicides, and pesticides"; "Mow lawns, aerate, reseed, over seed, sod bare spots"; taxable repair, maintenance and installation: "Repair, maintain, install, or replace irrigation components," landscape lights, "Soil testing or analysis." ncdor.gov, retrieved November 10, 2026.
14. r/LawnCarePros, "policy for summer heat/drought when the grass hasn't grown" (July 24 to 25, 2025) - Sobersteak21: "I charge by each mow. Each customer has a weekly mow price. If I decide the yard needs skipped there is no charge that week" (reddit.com); SlothfulWhiteMage: "I calculate how many scheduled services there will be, add up the total cost, then divide it by the amount of months they'll happen across ... 7*50 =350 350/3=116.667 Monthly invoice = $116.67 ... if they want an extra service, it's $50 added, per extra service, to that month's invoice" (reddit.com), "a monthly invoice isn't as noticeable as a per-service invoice ... Some months a customer will get three services vs two (or, in the case of weekly service, five vs four)" (reddit.com) and "I've been doing this five years" (reddit.com); Mvdrummer95: "I usually write it up as a monthly invoice with up to 4 mows per month ... Most people just want an invoice they can pay monthly that doesn't change and they can budget for" (reddit.com). Read November 10, 2026.
15. r/LawnCarePros, "Job quote" - The_Realtree (February 22, 2026): "for mulch we typically charge the cost of materials x2.5. So if mulch is $50 per yard at supplier, we charge $125, plus tax, per yard of mulch installed, no bed prep." reddit.com, read November 10, 2026.
16. r/LawnCarePros, "How do you charge for bark/mulch placement?" - External_Ad925 (March 6, 2025): "I charge $120 per yard of mulch, $150 minimum for one yard. I get it for $22 a yard bc I get business discounts at the place I go ... Most rates where I'm at range from $100-150 per yard (south TN)." reddit.com, read November 10, 2026.
17. r/LawnCarePros, "How should I price this Job?" (October 2025) - Rough_Potato973 (October 20): "I also typically do not mark up supplies needed to complete a job (mulch, sod, weed barrier, etc). - Customer pays what I paid." (reddit.com); Adventurous-Stay-206 (October 19): "I typically add on $250 for hauling and dump fees(dump fees aren't high in my area but the time to load and drive time there and back)." (reddit.com). Read November 10, 2026.
18. r/LawnCarePros, "What would charge for grass cutting, bush trimming ..." - Stacemranger (July 18, 2026): "If they want the brush hauled away, make sure to add a landfill dump fee. Call the landfill and ask them how much it will be if you don't know." reddit.com, read November 10, 2026.