Plumbing invoice template: free Google Sheets, Excel, Word and PDF, with a filled-in example

Published October 27, 2026 · Template checked October 2026

• Free. The files come by email.
• Deepsel is our product: free estimate, invoice and scheduling software for contractors (scheduling, quotes, invoicing, card payments, service plans). One section, the one before the FAQ, says how it connects to this template.
• Not legal or tax advice. The state rules below are general information checked in October 2026; your licensing board and your accountant have the last word.

A plumbing invoice template is the bill you leave with a homeowner or send to a property manager once the drain is clear or the water heater is in: who did the work and under which license, where, what each part cost, the tax, what's still owed and how to pay. This one is free in five formats, comes with a filled-in water heater invoice billed to a landlord, and has a Tax column on every line, because most states don't tax plumbing labor and plumbing parts the same way.

Get the spreadsheet two ways: make your own copy in Google Sheets (the totals and the tax calculate as you type) or download the Excel version (.xlsx). The same invoice as a document: a Google Docs copy you can put your logo on, a Word file (.docx), or a PDF to print and fill in by hand. Pick a format, enter your email and I'll send the links.

I read the free plumber invoice templates on page 1 first. Jobber, Wave, ServiceTitan and Housecall Pro list the same core fields: business, client, invoice number and dates, line items, total, payment terms.^{1, 2, 3, 4} None of those four pages lists a license number or a service address separate from the billing address, and Wave says to apply the tax rate to the subtotal, which on a Texas home repair would tax labor the state doesn't tax.^{2, 5} Invoice Simple splits labor and materials, and TrustPro and InvoiceQuick carry license and permit fields, so credit where it's due.^{6, 7, 8} Next to the big four, this one adds the Texas board line in the type size the rule asks for, a diagnostic-credit line, a Tax flag per line, and a filled-in page 2.

What should a plumbing invoice include?

A plumbing invoice should include your company details and plumbing license number, who pays and where the work was done, an invoice number with the invoice, service and due dates, what the customer reported and what you found, one line per charge with quantity and price, the subtotal, sales tax, deposits and balance due, how to pay, your warranty, and the customer's signature.

Your license number, on every invoice

Texas names the invoice outright. The responsible master plumber's name and license number go on every written proposal, invoice or contract, with the board's name, mailing address and phone,⁹ and the board's rule puts it all on the first page in at least 12-point type, with the phrase "regulated by the Texas State Board of Plumbing Examiners" and the board's website. It covers "service invoices, billing invoices, receipts."¹⁰ The board moved in September 2025, and the template has the new address.¹¹ Texas also wants an invoice at the end of every job, even one you didn't charge for.⁹

New Jersey wants the master plumber's name, "Plumbing Lic. #" and a New Jersey business address on invoices.¹² Arizona wants "ROC" and the number on bids, estimates and documents sent to customers.¹³ Florida requires it on each offer of services, proposal, bid and contract,¹⁴ California on contracts, bids and advertising.¹⁵ Print it on every invoice and you're covered. Outside Texas, delete the board line.

Who pays, and where the work was

On a rental the landlord or property manager pays and the tenant lets you in, so the template has two boxes. A tenant on r/askaplumber found an almost-$500 Sunday drain call added to their rent and asked what the invoice meant. Top reply, 55 points: "The plumber is not charging you, they are charging the owner."¹⁶ That whole argument hung on the tech's note about 40 feet of cable and grease, which is why the template also has three short rows above the line items: what the customer reported, what you found and did, and what you recommended but didn't do, with the estimate number. The last row protects you when the pressure reducing valve you flagged fails in March.

Model, serial and install date

On an install, the invoice is the warranty paperwork. Rheem's tankless warranty starts on the installation date "if properly documented," otherwise on the manufacture date plus 90 days, and a claim asks for the model, serial and installation date.¹⁷ The Equipment line has room for all three. The water heater maintenance checklist records the same model, serial and install date at every later visit.

How plumbers structure line items

Flat rate or time and materials

Housecall Pro's 2026 pricing guide says flat rate "usually works best for routine residential work like drain clearing, toilet repairs, and fixture installs," hourly fits diagnostics and unclear scope, and "most plumbing businesses use both."¹⁸ Plumbers on Reddit put it more bluntly: "It's called up-front pricing; you either accept or decline it. If you dislike it, find a time and material shop."¹⁹ The invoice handles both. A flat-rate job is one Labor line with the task and your price-book code. A time-and-materials job is hours times rate, with your billing increment stated, which California requires on small service and repair contracts anyway.²⁰

The service call and the diagnostic credit

Pipeline's 2026 numbers put the standard residential plumbing service call at $75 to $129, emergencies at $179 to $299, and most shops waive the fee when the customer approves the repair.²¹ So the template has two lines: the service call at full price, and a Diagnostic credit for the same amount as a negative. The customer sees what the visit costs and what going ahead saved them. One plumber on r/askaplumber charges "$150 to show up and do a quick diagnose and get a repair typed up," and if the customer takes the quote, "I waive the service call fee to do the work."²² On a thread about a $125 trip charge, the top reply said it covers the customer who cancels once the truck arrives.²³ California allows only one service charge on a service and repair job of $750 or less, "including any trip charge or inspection fee."²⁰

Parts, equipment and markup

Parts go on their own lines at your sell price. Cost and markup never appear. Even in the thread defending up-front pricing, a reply said "Materials used is something they shouldnt have a problem providing."¹⁹ Separate lines matter for tax too: on an itemized Texas home repair you collect tax on the materials, and the charge "must be at least as much as you paid for them."⁵ Equipment (the water heater, the toilet, the softener) gets its own type so the model and serial sit on one line.

Permits, disposal and after-hours

The permit goes on its own line at cost with its number; in Texas a separately stated permit fee stays out of the taxable total even on commercial work.⁵ Disposal gets a line if you charge for it. So does the after-hours surcharge: Pipeline puts emergency premiums at 1.5 to 3 times standard, and the customer at 9 p.m. should see that number on its own line.²¹

A plumbing invoice example, filled in

Page 2 of the document and the Example tab have this job, with made-up names: a leaking 40-gallon gas water heater in an Austin rental, diagnosed at 6:10 p.m., replaced the next morning, billed to the property manager on Net 15 with a PO number. Texas rules, so labor is N and parts are Y.

The findings row records 92 psi static pressure and the estimate number for a new pressure reducing valve, so the recommendation is on paper. The tenant signs as the person on site while the bill goes to the manager. Prices are examples; use your own price book.

Sales tax on plumbing labor and materials

This is where generic templates go wrong, because the answer changes at the state line:

• Texas: labor to repair residential property isn't taxable. On a lump-sum job you pay tax on materials when you buy them and charge none; on a separated (itemized) contract you buy materials on a resale certificate and collect tax on the materials charge. Commercial repairs are taxable in full.⁵
• New York: repair, maintenance and installation work is taxable, labor and materials, "including any expenses or other markups." A capital improvement isn't taxable, and the customer gives you Form ST-124 to document it.^{24, 25} The state's list puts replacing a water heater on the capital improvement side and unclogging a drain on the taxable side, so one invoice can have both.²⁵
• California: you're the consumer of materials (pipe, fittings) and pay tax when you buy them, and the retailer of fixtures (faucets, water heaters), so you owe tax on their selling price.²⁶

So the template taxes by line, not by subtotal. Mark each line Y or N, enter your rate once, and the sheet taxes only the Y lines. Which lines are Y in your state is a question for your accountant, asked once and written into your price book.

Payment terms, late fees and deposits

"Due on receipt" is normal for a homeowner service call, and it's the template's default. Property managers and commercial accounts get Net 15 or Net 30 with a PO; Jobber calls two weeks typical and 30 days the rule of thumb.¹

A late fee only works if the customer agreed before the work. Nolo says to put it in the written agreement and repeat it on the invoice ("accounts not paid within __ days of the date of the invoice are subject to a __% monthly finance charge"), never to call it a penalty, and that staying at or under 10 percent a year rarely runs into state limits.²⁷ The template's placeholder of 1 percent a month is 12 percent a year, so check your state before you keep it.

Deposits belong on bigger jobs: a repipe, a sewer line, a tankless conversion. California caps a home improvement down payment at $1,000 or 10 percent, whichever is less, and after that payments can't run ahead of the work done.²⁸ On a service and repair job of $750 or less, nothing is due until the work is done.²⁰ Whatever you collect shows on the final invoice as a credit, with the date.

Mechanics liens: what the invoice can and can't do

Lien rights come from the contract and the notices given before or during the work, not from the invoice. Florida requires a capitalized lien notice in any direct contract over $2,500 on a home of up to four units.²⁹ A California direct contractor has 90 days after completion to record a lien, or 60 days after the owner records a notice of completion.³⁰ The invoice fixes the completion date and the amount owed, which start those clocks. The template's lien line points to the contract that carried the notice; if none applies, delete it.

Invoice numbers and records

One sequence for the whole company, never reused. A year prefix (2026-0001) sorts cleanly. If an invoice is wrong, void it and issue the next number: a voided invoice explains a gap, a missing number doesn't. Keep every invoice, paid or void, at least three years after you file the return it supports.³¹ And in Texas, the no-charge callback still gets an invoice.⁹

How to fill in the template

1. Copy the Google Sheet or open the .xlsx. Fill in the From block once (company, license number, master plumber) and keep it as your blank.
2. Per job: the next invoice number, dates and terms, then the bill-to and the service address.
3. Write the problem, findings and recommendations in plain words.
4. Add line items: pick a Type, type Qty and Unit price, mark Tax Y or N. Credits and discounts are a negative unit price.
5. Enter your tax rate and any deposit in the yellow cells. Subtotal, tax, total and balance fill themselves.
6. Fill in how to pay, the warranty and the agreed late terms. Delete the Texas line outside Texas, and the lien line if it doesn't apply.
7. Delete the Example tab (or page 2 of the document) before the first one goes out.

The document versions work the same way without the math, or print the PDF and fill it in with a pen.

When the template stops being enough

A template is fine at a handful of invoices a week. It stops being fine when Friday afternoon goes to typing line items from the tech's notes, chasing checks that didn't come, and keying the same invoices into QuickBooks. If you're choosing a tool for that step, our plumbing scheduling software comparison prices ten of them for a 2-, 5- and 10-plumber shop.

That's the point to move the invoice into Deepsel. The tech builds the job from your flat-rate price book on a phone, the invoice is created from the job so the customer, service address, line items and total come across without retyping, and the customer gets an email with a link to see the balance and pay by card, at 3.3% + 30¢. Your license number goes in the invoice footer, which you can edit before you send. Invoicing and card payments are on the Free plan: 30 estimates and 30 invoices a month for your whole team, no card to start. Pro is $29 a month for unlimited estimates and invoices. QuickBooks sync is coming soon to the Max plan ($59 a month), so if your bookkeeper needs a sync today, the re-keying stays for now. The five steps, with screenshots, are on how to invoice as a contractor in Deepsel, and every plan is on the pricing page.

Other trades: the HVAC invoice template and the electrician invoice template. If your plumbing customers are on a yearly plan, the plumbing maintenance agreement template is the contract that goes with these invoices.

Frequently asked questions

What should be on a plumbing invoice?

Your company name, address, phone and plumbing license number. The customer you're billing and the address where you did the work, if they differ. An invoice number, the invoice and service dates, the due date and the terms. What the customer reported, what you found and what you did. One line per charge (service call, any diagnostic credit, labor, parts, equipment with model and serial, permit, disposal, surcharges) with a quantity and a price. Then the subtotal, sales tax, deposits and balance due, how to pay, your warranty and a signature. In Texas, add the plumbing board's name, address, phone and website on page 1.

Do plumbers have to put their license number on invoices?

In some states the rule names the invoice. Texas requires the responsible master plumber's name and license number on every proposal, invoice and receipt, with the board's contact details, in 12-point type on the first page (Occupations Code 1301.302 and 22 TAC 367.10). New Jersey requires the license number on invoices (N.J.A.C. 13:32-3.1). Arizona, Florida and California name bids, contracts or documents sent to customers. Printing it on every invoice costs nothing and covers all of them.

Do plumbers charge sales tax on labor?

It depends on the state. In Texas, labor to repair a home isn't taxable, and on an itemized invoice the plumber collects tax on the materials. In New York, repair work is taxable, labor and materials, unless the job is a capital improvement such as a water heater replacement, documented on Form ST-124. In California the plumber pays tax on materials when buying them and is the retailer of the fixtures installed. The template has a Tax column on every line for this reason.

Should a plumber itemize parts and labor on an invoice?

Itemize the invoice even if you quote a flat rate. The flat-rate task can stay one line at one price. Parts and equipment on their own lines make sales tax work in states that tax materials and not labor, and they give the customer the model and serial a manufacturer asks for on a warranty claim. What plumbers won't share is their cost and markup, and the invoice needs neither: it shows the sell price.

Is there a plumbing invoice template in Excel or Google Sheets?

Yes. The workbook has a blank Invoice tab where the line totals, subtotal, sales tax and balance calculate as you type, a filled-in Example tab and a Notes tab. It opens in Excel as an .xlsx file or copies into your Google Drive as a Sheet. The same invoice also comes as a Google Doc, a Word file and a PDF for anyone who'd rather fill in a document or print it.

How much do plumbers charge for a service call?

Pipeline's 2026 figures put the standard residential plumbing service call fee at $75 to $129, and $179 to $299 for emergencies, with most shops waiving it when the customer approves the repair. Housecall Pro's 2026 guide gives a wider range of $50 to $250. The template puts the fee and the credit on separate lines, so the customer sees both.

Sources

1. Jobber, "Free Plumbing Invoice Template" - what to include: invoice number, business name and contact details, line items, costs, subtotal, total and payment terms; "Typically, a plumbing invoice should be paid within two weeks of the service date" and "within 30 days is generally the rule of thumb." getjobber.com, read October 27, 2026.
2. Wave, "Plumbing Invoice Template" - "10 key things to include on your invoice": title, company details, customer details under "Bill To", invoice number, dates, line items, subtotal, "Tax: Indicate the tax rate applied to the subtotal", total and notes. waveapps.com, read October 27, 2026.
3. ServiceTitan, "Free Plumbing Invoice Template" - fields: invoice number, invoice date, due date; company name, address and phone; client contact details; services and materials, hours, hourly rate; "Subtotal, sales tax, discount, and total amount due"; signatures and payment terms. servicetitan.com, read October 27, 2026.
4. Housecall Pro, "Free Invoice Template for Plumbers and Plumbing Contractors" - "It typically includes business and customer information, a list of services performed, parts used, labor costs, total amount due, and payment terms." housecallpro.com, read October 27, 2026.
5. Texas Comptroller of Public Accounts, Publication 94-116, "Real Property Repair and Remodeling" - "Labor to repair, remodel, or restore residential real property is not taxable"; under a separated contract "you give your suppliers resale certificates" and "collect state sales tax, plus any local tax, from your customer on the amount you charge for the materials"; "Your charge for the materials must be at least as much as you paid for them"; on nonresidential jobs tax applies to the total charge "except separately stated building permit fees you pay on your customer's behalf." comptroller.texas.gov, read October 27, 2026.
6. Invoice Simple, "Free Plumbing Invoice Templates" - "These templates all have separate labor and materials sections and print well." invoicesimple.com, read October 27, 2026.
7. TrustPro, "Free Plumbing Invoice Template" - generator fields include "License # (if your state requires it)", permit, haul-away and surcharge rows, a trip fee "shown and credited", and a note on Texas Occupations Code 1301.302. trustpro.io, read October 27, 2026.
8. InvoiceQuick, "Plumber Invoice Template" - fields include "Client name and service address", "License #" and "Permit # / Inspection # (if applicable)". invoicequick.com, read October 27, 2026.
9. Texas Occupations Code 1301.302, "Contract Information; Required Documents" - "A written proposal, invoice, or contract relating to plumbing services performed by or under the direction of a plumber licensed under this chapter must contain the name and license number of the responsible master plumber and the name, mailing address, and telephone number of the board. The person who performed the services shall give the customer an invoice or completed contract document on completion of the job, regardless of whether the person charged a fee for performing the services." texas.public.law, read October 27, 2026.
10. 22 Tex. Admin. Code 367.10, "Display of RMP Name and License Number" - "the first page of each written or electronic proposal, invoice or contract for plumbing services includes, in at least twelve-point font" the RMP's first and last name, license number, "the phrase 'regulated by the Texas State Board of Plumbing Examiners'" and "the Board's mailing address, phone number, and website address (tsbpe.texas.gov)"; the terms include "service invoices, billing invoices, receipts." law.cornell.edu, read October 27, 2026.
11. Texas State Board of Plumbing Examiners, "Contact" - "NEW ADDRESS AS OF SEPTEMBER 2025, 7915 Cameron Road, Austin, TX 78754"; main number (512) 936-5200. tsbpe.texas.gov; and "Consumer Information" - "The written estimate and invoice should contain the Responsible Master Plumber's license number and the name, address and telephone number of the Texas State Board of Plumbing Examiners." tsbpe.texas.gov, read October 27, 2026.
12. N.J. Admin. Code 13:32-3.1 - "All business correspondence, invoices and stationery shall display: 1. The name of the licensed master plumber; and 2. The words 'Plumbing license number' or 'Plumbing Lic. #' followed by the license number of the owner or qualified bona fide representative; and 3. The New Jersey business address." law.cornell.edu, read October 27, 2026.
13. Arizona Revised Statutes 32-1124 - the license number "must be preceded by the acronym 'ROC'" and placed "On all written bids and estimates submitted by the licensee" and "On all published advertising, letterheads and other documents used by the licensee to correspond with the licensee's customers." azleg.gov, read October 27, 2026.
14. Florida Statutes 489.119(5) - "The registration or certification number of each contractor shall appear in each offer of services, business proposal, bid, contract, or advertisement"; "advertisement" does not include business stationery. flsenate.gov, read October 27, 2026.
15. California Business and Professions Code 7030.5 - "Every person licensed pursuant to this chapter shall include his license number in: (a) all construction contracts; (b) subcontracts and calls for bid; and (c) all forms of advertising." leginfo.legislature.ca.gov, read October 27, 2026.
16. r/askaplumber, "Help me understand the invoice/note from a plumber" - a tenant charged "almost $500" through rent for a Sunday kitchen drain call, with an invoice note about a 40 ft snake and grease; top reply (55 points): "The plumber is not charging you, they are charging the owner." reddit.com, March 5, 2026, read October 27, 2026.
17. Rheem, "Certificate of Limited Warranty, Residential Tankless Gas Water Heater" - the effective date "is the date of the original installation of the water heater, if properly documented. Otherwise, it is the date of manufacture of the water heater plus ninety (90) days"; be prepared to provide "the complete model number, the complete serial number, and the date of installation." files.myrheem.com, read October 27, 2026.
18. Housecall Pro, "Plumber Rates & Costs in 2026: How Much to Charge" - "$75–$150 per hour for residential work, plus a $50–$250 service call fee"; "Emergency and after-hours calls run 1.5–3x standard rates"; "Flat-rate pricing usually works best for routine residential work like drain clearing, toilet repairs, and fixture installs"; "Hourly pricing is a better fit for diagnostics, older plumbing systems, commercial work, and jobs where the scope is unclear. Most plumbing businesses use both." housecallpro.com, read October 27, 2026.
19. r/askaplumber, "Why can't I get an itemized quote to replace a water heater?" - "It's called up-front pricing; you either accept or decline it. If you dislike it, find a time and material shop."; "Materials used is something they shouldnt have a problem providing." reddit.com, February 11, 2025, read October 27, 2026.
20. California Business and Professions Code 7159.10 - a service and repair contract is "$750 or less", and "No payment is due, or accepted by the contractor, until the work is completed"; time-and-materials contracts "must also disclose how time will be computed"; required statements include "You may be charged only one service charge, including any trip charge or inspection fee" and the checkbox "OK for contractor to take replaced parts." california.public.law, read October 27, 2026.
21. Pipeline, "Service Call Fee: What to Charge in 2026 and Why It Pays" - plumbing standard service call fee "$75-$129", emergency or after-hours "$179-$299", waived on approval "Usually yes"; "Emergency after-hours premiums run 1.5-3x standard." pipelineon.com, read October 27, 2026.
22. r/askaplumber, "Sevice Fees, when do you charge 'em?" - "I charge $150 to show up and do a quick diagnose and get a repair typed up"; "If they decide to go with a quote and I went out and quoted then I waive the service call fee to do the work." reddit.com, November 4, 2024, read October 27, 2026.
23. r/askaplumber, "Can you explain the 'trip charge' to me?" - top reply (64 points): "I would imagine the trip charge is in case you cancel when they arrive"; "most shops will waive the trip charge if you proceed with the quote given by the tech." reddit.com, June 28, 2025, read October 27, 2026.
24. New York State Department of Taxation and Finance, "Contractors - Repair, Maintenance, and Installation Services to Real Property" - "All charges for materials and labor that you bill to your customer for any repair, maintenance, or installation project, including any expenses or other markups, are taxable"; "capital improvement work is not taxable." tax.ny.gov, read October 27, 2026.
25. New York Publication 862, "Sales and Use Tax Classifications of Capital Improvements and Repairs to Real Property" - with "a properly completed Form ST-124, Certificate of Capital Improvement, no sales tax is required to be collected"; hot water heaters: "Installation or replacement of hot water heaters" is a capital improvement; plumbing piping: "Repair of pipes and fittings" and "Unclogging of main drain pipes" are repair work. tax.ny.gov, read October 27, 2026.
26. California Department of Tax and Fee Administration, "Tax Guide for Construction Contractors: Industry Topics" - "California's law considers construction contractors to be consumers of materials they use and retailers of fixtures they install"; "you owe tax on the selling price of fixtures you provide and install." cdtfa.ca.gov; Publication 9 (February 2025) lists "Piping" as a material and "Plumbing fixtures", "Faucets" and "Water heaters (built into fixtures or into water systems)" as fixtures. cdtfa.ca.gov, read October 27, 2026.
27. Nolo, "When can I charge late fees or finance charges?" - "You should assess a late charge only if the client was on notice, at the outset"; suggested wording "accounts not paid within __ days of the date of the invoice are subject to a __% monthly finance charge"; "Never, never describe the fee as a 'penalty'"; "If you charge no more than 10% per year, you probably won't run afoul of your state's statutes." nolo.com, read October 27, 2026.
28. California Business and Professions Code 7159.5 - "the downpayment shall not exceed one thousand dollars ($1,000) or 10 percent of the contract amount, whichever amount is less"; "Except for a downpayment, the contractor shall neither request nor accept payment that exceeds the value of the work performed or material delivered." california.public.law, read October 27, 2026.
29. Florida Statutes 713.015 - "Any direct contract greater than $2,500 between an owner and a contractor, related to improvements to real property consisting of single or multiple family dwellings up to and including four units, must contain the following notice provision printed in no less than 12-point, capitalized, boldfaced type." flsenate.gov, read October 27, 2026.
30. California Civil Code 8412 - "A direct contractor may not enforce a lien unless the contractor records a claim of lien after the contractor completes the direct contract, and before the earlier of the following times: (a) Ninety days after completion of the work of improvement. (b) Sixty days after the owner records a notice of completion or cessation." california.public.law, read October 27, 2026.
31. Internal Revenue Service, "How long should I keep records?" - "Keep records for 3 years if situations (4), (5), and (6) below do not apply to you." irs.gov, read October 27, 2026.