Free template · Excel · Invoices by trade
Free plumbing invoice template
A plumbing invoice that separates the call-out, the labour and the parts, so the customer sees exactly what they paid for and you can defend every line.
Plumbing invoice template
Excel workbook (.xlsx) · 22 KB · 4 sheets
| Item | Description | Qty | Rate | Amount | Tax? |
|---|---|---|---|---|---|
| Service call | Trip charge, first visit | 1 | 95.00 | 95.00 | Y |
| Labour | Drain, disconnect and remove old 40 gal heater (hours) | 1.5 | 110.00 | 165.00 | Y |
| Labour | Install and test new heater (hours) | 2.5 | 110.00 | 275.00 | Y |
| Parts | 40 gal natural gas water heater | 1 | 1,180.00 | 1,180.00 | Y |
| Parts | Expansion tank, flex connectors, fittings | 1 | 165.00 | 165.00 | Y |
| Permit | Municipal plumbing or gas permit | 1 | 120.00 | 120.00 | Y |
| Disposal | Haul away and recycle old heater | 1 | 60.00 | 60.00 | Y |
| Subtotal | 2,060.00 | ||||
| HST (Ontario) | 267.80 | 13% | |||
| TOTAL | 2,327.80 | ||||
| Deposit received | 500.00 | ||||
| BALANCE DUE | 1,827.80 |
Why a plumbing invoice needs its own layout
Most plumbing disputes start with a single line that says "Labour and materials, $860". The customer can't see what took the time, and you can't show that the price was fair. A plumbing invoice works better when it splits the job into the trip, the hours on site and each part you installed.
This template does that. It has a line for the service call, labour by the hour, each part with its own quantity and price, and separate lines for permits and disposal. The example is a water heater replacement for a homeowner in Ontario.
What to include on a plumbing invoice, and why
- The service address and time on site. Many plumbing customers are landlords or property managers. The address and the date and time tell them which unit and which visit you mean.
- The call-out fee on its own line. It shows the trip is a charge in itself, and avoids the "why did a 20-minute fix cost $200" question.
- Labour hours and the rate. Hours times rate is easy to check. A lump sum invites haggling.
- Each part, with brand or size. If a part fails under warranty, the invoice proves what you installed and when.
- Permits and inspections. Showing the permit fee separately shows the work was done to code, and it is a cost the customer can verify.
- Your warranty terms. A short line on how long your workmanship is guaranteed saves a phone call later.
How to price it
Hourly with a call-out fee
The usual model for repairs. The call-out covers getting there; the hourly rate covers the work. Set a minimum (often one hour) so a five-minute fix still pays for the trip.
Flat rate per task
Many shops price common jobs from a flat-rate book: a toilet rebuild, a tap replacement, a heater swap. The customer knows the price before you start, and you keep the upside when you work fast. Put the flat-rate task on one line and still list the main parts.
Parts markup
Selling parts at more than cost is normal: you sourced them, carried them and you warranty the install. Use the markup calculator to set a consistent percentage.
Typical payment terms
- Due on completion for homeowners, with card or e-transfer taken on site
- Net 15 or Net 30 for property managers and builders with an account
- A deposit on large parts (heaters, fixtures) before you order them
- A late fee or interest only if you agreed it in writing before the work
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 plumbing work
United States
States treat plumbing differently. In many states, work on a building counts as an improvement to real property: the plumber pays sales tax on the materials when buying them and doesn't charge sales tax to the customer. In others the parts, or the whole job, are taxable on the invoice.
Repair labour is taxable in some states and not in others, and a few states tax most services. Check with your state's revenue department, then mark each line Y or N.
Canada
Once you're registered for GST/HST, you charge it on the whole invoice: call-out, labour and parts alike. Show your GST/HST number; customers need it to claim input tax credits.
In British Columbia, PST generally doesn't apply to plumbing work on a building; the plumber pays PST on the materials. In Saskatchewan, PST applies to repairs and renovations of real property on the total charge, labour included.
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: an Ontario plumber replacing a water heater, invoice P-2045 for an example customer. The lines come to a subtotal of $2,060.00 and a total of $2,327.80, with a deposit already received of $500.00 and a balance due of $1,827.80. Payment terms are 15 days. The figures are made up to show the layout; they are not market rates.
In Ontario, a registered plumber charges 13% HST on the whole invoice: the call-out, the labour, the parts and the permit pass-through.
The notes box reads: “Payment due in 15 days by e-transfer, cheque or card. Workmanship guaranteed for 12 months; the manufacturer's warranty covers the heater.”
Lines on the price list sheet
The Price list sheet starts with the lines plumbing businesses usually charge for. Add your rates once and copy them onto each invoice.
| Line | Unit | Note |
|---|---|---|
| Service call | per visit | Covers travel and the first part of diagnosis. Say whether it is waived if they go ahead. |
| Labour, regular hours | per hour | Bill in quarter or half hours and say which on the invoice. |
| Labour, after hours or emergency | per hour | Evenings, weekends and holidays. Agree the rate before you go. |
| Helper or apprentice | per hour | A second person on site, at their own rate. |
| Drain cleaning | flat | A flat price per drain or main line, with camera inspection extra. |
| Camera inspection | flat | Often quoted on its own, with a recording for the customer. |
| Parts and fixtures | each | Show each part on its own line at your selling price. |
| Permit | at cost | Pass-through of the municipal permit fee. |
| Disposal | flat | Removing and recycling an old heater, toilet or fixture. |
What's in the file
| Sheet | What it holds |
|---|---|
| Invoice | The printable plumbing invoice, filled in with the example on this page: your details, bill-to, service address, 15 lines, two tax lines, deposit received and balance due. Fits one letter page. |
| Price list | The lines plumbing 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 plumbing 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 plumbing 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
- Government of British Columbia: provincial sales tax (PST)
- Government of Saskatchewan: provincial sales tax
Questions
Should a plumbing invoice list parts separately from labour?
Yes. It makes the invoice easier to check, it's a record of what you installed for warranty claims, and in some US states only the parts are taxable, so they need their own lines.
Can I charge a call-out fee if the customer doesn't go ahead with the repair?
Yes, if you told them about the fee before you went. Put it on the invoice as its own line. Many plumbers waive or credit it if the customer books the repair.
How do I bill emergency or after-hours work?
Use a separate labour line at your after-hours rate, with the hours. Say on the invoice that it was an emergency call and the time you arrived.
What if the job needs a second visit for parts?
Keep one invoice per job and add a second service-call line only if your terms say a return trip is charged. Otherwise, add the extra hours and parts to the same invoice.
Related
- Markup and margin calculator
- How to collect overdue invoices
- Plumbing estimate template
- Input tax credit (glossary)
- Accounting software for plumbers
- 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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