Free template · Excel · Invoices by trade
Free landscaping invoice template
A landscaping invoice for install jobs: crew hours, plants by count, soil and stone by the yard, machine time and disposal, all on one page.
Landscaping invoice template
Excel workbook (.xlsx) · 22 KB · 4 sheets
| Item | Description | Qty | Rate | Amount | Tax? |
|---|---|---|---|---|---|
| Crew labour | 3-person crew, bed prep, planting and edging (crew hours) | 14 | 65.00 | 910.00 | Y |
| Plants | Shrubs, 2 gal | 12 | 38.00 | 456.00 | Y |
| Plants | Perennials, 1 gal | 24 | 14.00 | 336.00 | Y |
| Soil | Garden soil blend (cubic yards) | 4 | 58.00 | 232.00 | Y |
| Mulch | Shredded bark mulch (cubic yards) | 3 | 52.00 | 156.00 | Y |
| Equipment | Mini skid steer (half day) | 1 | 220.00 | 220.00 | Y |
| Disposal | Sod and debris removal (load) | 1 | 140.00 | 140.00 | Y |
| Subtotal | 2,450.00 | ||||
| HST (Nova Scotia) | 343.00 | 14% | |||
| TOTAL | 2,793.00 | ||||
| Deposit received | 1,000.00 | ||||
| BALANCE DUE | 1,793.00 |
Why a landscaping invoice needs its own layout
Landscape install invoices mix three kinds of charge: people (crew hours), things (plants, soil, stone, edging) and machines (a skid steer or a sod cutter). Showing them separately makes a big number easy to understand and gives you a clean record if a plant dies under warranty.
This template has units for each kind of line, and the price list sheet lists the bulk materials and equipment most crews bill. The example is a front-yard garden install in Nova Scotia.
What to include on a landscaping invoice, and why
- Units on every line. Yards, tonnes, square feet and crew hours mean different things. The unit makes each number checkable.
- Plant sizes and counts. If something dies under warranty, the invoice says what to replace.
- Your plant warranty terms. Most landscapers guarantee plants only if they're watered. Say so on the invoice, not just in the estimate.
- Dates worked. Installs often run over several days. The dates help the customer match the invoice to the work.
- Deposit received. If the customer paid a deposit for materials, show it so the balance is clear.
How to price it
Fixed price from an estimate
Most installs are quoted. Invoice the agreed price, broken into the main parts so the customer sees what's included.
Time and materials
For smaller jobs or when the scope keeps changing: crew hours plus materials at a stated markup.
Materials markup
Plants and bulk materials are usually sold above cost. Use the markup calculator to keep it consistent.
Typical payment terms
- Deposit at booking to cover plants and materials
- Balance on completion, or within 14 days
- Commercial clients on Net 30
- Maintenance contracts billed monthly
Whatever terms you use, put them on the invoice itself. A due date printed on the page is easier to enforce than one mentioned on the phone. See how to collect overdue invoices for what to do when a customer is late.
Sales tax, GST/HST and PST on landscaping work
United States
Plants, soil and stone are tangible goods, taxable in most states with sales tax. Whether landscaping labour is taxable varies: some states tax landscaping services, others don't, and some treat a permanent install as an improvement to real property.
Check your state's rules for landscaping and lawn services before marking lines taxable.
Canada
GST/HST applies to plants, materials and labour alike once you're registered.
In provinces with PST, the rules for goods you install on land differ from goods you sell over the counter. Check your province's guidance for contractors.
Check a rate with the US sales tax calculator or the GST/HST calculator, then set it beside the tax lines in the template. Both tax lines can be renamed, so one invoice works for sales tax, HST, or GST plus PST or QST.
The example, filled in
The Invoice sheet opens filled in with the example in the preview: a Nova Scotia landscaper finishing a front-yard install, invoice L-0788 for an example customer. The lines come to a subtotal of $2,450.00 and a total of $2,793.00, with a deposit already received of $1,000.00 and a balance due of $1,793.00. Payment terms are 14 days. The figures are made up to show the layout; they are not market rates.
In Nova Scotia, a registered landscaper charges 14% HST on labour, plants, materials and equipment time alike.
The notes box reads: “Balance due in 14 days. Plants are guaranteed for one growing season if watered as shown on the care sheet. Thank you!”
Lines on the price list sheet
The Price list sheet starts with the lines landscaping businesses usually charge for. Add your rates once and copy them onto each invoice.
| Line | Unit | Note |
|---|---|---|
| Crew labour | per crew hour or man-hour | Say which: one crew hour can be three people. |
| Design or consultation | flat or hourly | Often credited against the install. |
| Plants | each, by pot size | Trees, shrubs, perennials. |
| Soil, mulch, gravel | per cubic yard or tonne | Bulk materials. |
| Sod | per square foot or roll | Laid, with prep billed as labour. |
| Stone or pavers | per square foot | Often priced installed. |
| Equipment | per hour or half day | Skid steer, sod cutter, trencher. |
| Delivery | per load | Bulk material delivery. |
| Disposal | per load | Sod, soil, branches. |
What's in the file
| Sheet | What it holds |
|---|---|
| Invoice | The printable landscaping invoice, filled in with the example on this page: your details, bill-to, property, 15 lines, two tax lines, deposit received and balance due. Fits one letter page. |
| Price list | The lines landscaping businesses usually charge for, with the unit for each. Enter your own rates once and copy them onto each invoice. |
| Invoice log | One row per invoice: payments as they arrive, balance, status (Open, Overdue, Paid) and days overdue. |
| Instructions | How to fill it in, plus the notes on this page about what to include. |
Pale yellow cells are for your entries; white cells calculate. Nothing is locked, so you can rename lines or change the layout. The Instructions sheet repeats the steps and the notes on this page.
Download the landscaping invoice template (.xlsx)
Or send it from AcboBooks
Need one invoice today? The free invoice generator makes a PDF in your browser. Sending them every week? AcboBooks keeps your landscaping price list, turns estimates into invoices, tracks what each customer owes and adds up the tax you collected. It's Windows desktop software, bought once; try it free for 15 days.
Sources
Checked October 25, 2026. Tax rules change and differ by state and province; confirm with the tax agency or your accountant.
- Canada Revenue Agency: input tax credits (information an invoice needs)
- CRA RC4022, General Information for GST/HST Registrants
- CRA: GST/HST rates by province
- IRS Publication 583, Starting a Business and Keeping Records
- Federation of Tax Administrators: links to every state tax agency
Questions
What's the difference between a crew hour and a man-hour?
A crew hour is one hour of the whole crew; a man-hour is one hour of one person. Three people for two hours is two crew hours or six man-hours. Put the unit on the invoice so the customer isn't confused.
Should I list every plant?
List them by type and pot size with a count. You don't need every variety name, but the count matters for warranty replacements.
How do I bill a maintenance customer?
Use the lawn care invoice template for recurring visits, or a monthly invoice with one line per visit.
Can I charge for equipment I own?
Yes. Equipment time is a real cost: fuel, wear and the money tied up in the machine. Bill it at an hourly or half-day rate.
Related
- Landscaping estimate template
- Lawn care invoice template
- Markup and margin calculator
- Customer deposits and retainers
- Accounting software for landscapers
- General invoice template
- All invoice and estimate templates by trade
General information, not tax, legal or accounting advice. Check with your accountant or the tax agency before relying on a template for tax.
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