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Landscaping Invoice Template

A landscaping invoice has to let the client check every line against something they saw: the dates the crew mowed, the number and size of the shrubs that went in, the cubic yards of mulch, the trailer load hauled away. It also has to get the tax right, and that is where landscaping is unusual. In many states the same visit can contain work that is taxed and work that is not: New York taxes mowing and hedge trimming but treats planting new shrubs as a capital improvement, while Texas taxes most landscaping and lawn care but not a separately stated design fee. This template is built around those splits: a service address and visit dates, a service type for each line (maintenance, installation or design), quantities with units, plant and material lines with species and size, and a place to note the tax treatment and any exemption certificate. The download is an editable HTML invoice with invoice number, dates, a line-item table and totals; fill it in your browser and print it or save it as PDF. Or describe the work and InvoiceQuickly drafts an editable invoice for you to review before saving.

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What This Template Includes

  • Service address or property name, if different from billing
  • Visit dates for maintenance work
  • Service type for each line: maintenance, installation or design
  • Area or quantity with units: square feet, cubic yards, plant count
  • Plants: species, container size and quantity installed
  • Hardscape and material lines, with supplier cost basis if marked up
  • Hauling and disposal charges
  • Proposal or contract reference for installs
  • Tax treatment of the invoice, and any exemption certificate on file
  • Deposit or progress payments already invoiced
  • Skipped visits, weather credits or one-off extras for the period

How to Create Your Landscaping Invoice

  1. 01

    Describe your work

    Type a plain English description of the services you provided, the client, and the amount.

  2. 02

    AI generates your invoice

    InvoiceQuickly's AI drafts the client, line items, dates, and totals for you to review before saving.

  3. 03

    Review, download, and send

    Check every detail, download the PDF, or use Pro to email the PDF directly to your client.

Recommended Payment Terms

Landscaping usually runs on two billing patterns. Maintenance is billed once a month, listing every visit date, with payment due on receipt or within 15 days for homeowners and on the client's terms (often 30 days) for property managers and HOAs; say in the agreement how skipped or rained-out visits are credited. Installs are billed in stages tied to visible progress: a deposit at signing so you can order plants and stone, a progress payment when the hardscape or planting is complete, and the balance at the final walkthrough. Each stage gets its own invoice that names the proposal and shows what was billed before, so the client pays the contract price once. Some states limit or regulate deposits on home improvement work, so check your state's contractor rules before setting the percentage. Late fees are allowed only where your contract and local law permit them.

Need help writing payment terms? Read our guide to invoice payment terms for best practices and templates.

Tax Information

Sales tax on landscaping is set by each state and often depends on the type of work. Texas (Comptroller Publication 94-112): landscaping and lawn care services are taxable, landscape design is a nontaxable professional service if separately stated, and if nontaxable charges are not separately stated the whole charge is presumed taxable when the taxable part is more than 5 percent; a self-employed person working alone who earned $5,000 or less from these services in the last four calendar quarters does not collect tax. New York (Tax Bulletin TB-ST-505): mowing, hedge trimming, planting annuals and snow removal are taxable services, while planting shrubs, trees, perennials or a new lawn and building retaining walls are capital improvements if they meet three tests; for those, the customer gives you Form ST-124 and you pay tax on the materials you buy instead of charging it. Other states have their own rules. InvoiceQuickly applies one tax percentage per invoice, so put taxable and nontaxable work on separate invoices when your state treats them differently. General information, not tax advice.

Industry context (2026)

Landscaping is one of the trades where state sales tax rules decide how an invoice is laid out. The Texas Comptroller's Publication 94-112 makes landscaping and lawn care services taxable, excludes a separately stated landscape design fee, and presumes a whole charge taxable when nontaxable parts are not stated separately and the taxable part exceeds 5 percent. New York's Tax Bulletin TB-ST-505 (issued 17 March 2016, page updated 16 October 2026) treats landscapers as contractors: maintenance is taxable, while planting shrubs, trees, perennials or a new lawn is a capital improvement documented with the customer's Form ST-124, and the landscaper pays tax on the materials. Rates change too: Suffolk County's combined rate rose from 8.625% to 8.75% on 1 March 2025 (New York notice ST-25-1). No official body publishes landscaping prices, so this page gives none. Checked 27 and 28 October 2026; general information, not tax advice.

Worked example

Worked example (illustrative prices, not market data): a landscaper in Suffolk County, New York, where the combined sales tax rate is 8.75%, bills one homeowner for October 2026 on two invoices, because New York taxes the maintenance but not the new planting. Invoice INV-0212, dated 31 October, due 15 November: weekly mow, edge and blow on 2, 9, 16, 23 and 30 October, 5 visits × $60.00 = $300.00; hedge trimming, privet along the driveway, 16 October, 3 hours × $70.00 = $210.00; fall annuals planted in front beds, 14 mums × $15.00 = $210.00. Subtotal $720.00, sales tax 8.75% $63.00, total $783.00. Invoice INV-0213, same dates, for a privacy screen planted on 21 October under proposal P-047: Thuja 'Green Giant', 6 ft, installed along the rear property line, 6 × $185.00 = $1,110.00; bed preparation and soil amendment, 1 × $340.00. Total $1,450.00, no sales tax, with the note 'Capital improvement: Form ST-124 received 3 October 2026; sales tax paid on materials at purchase.' Check: the homeowner pays $783.00 + $1,450.00 = $2,233.00 for the month, and only the $720.00 of maintenance carries tax. Had all five lines gone on one invoice at 8.75%, the homeowner would have been charged $126.88 of tax that New York does not require on the planting. In Texas the same planting would be a taxable landscaping service, so the split would follow different lines.

Common mistakes to avoid

One line for the month

'Landscaping, October: $2,233' gives the client nothing to check and hides which work is taxable. List visits, plants, materials and disposal separately.

Taxing a capital improvement in New York

Charging sales tax on a qualifying new planting overcharges the customer. Collect Form ST-124, keep it, and bill that work without tax.

Lumping a design fee into a Texas install

If the nontaxable design fee is not stated separately, Texas may presume the whole charge taxable. Give it its own line or its own invoice.

No service address

A property manager with twenty sites cannot approve an invoice that shows only their office address. Add the site address or property name.

Forgetting the deposit on the final bill

A final install invoice that repeats the full contract price without subtracting the deposit and progress invoices gets rejected. Show what was billed before and invoice the balance.

Invoicing Tips

  • 1List the visit dates on a maintenance invoice ('mow, edge, blow: 2, 9, 16, 23, 30 October'). A property manager approves a bill they can match to their own site log.
  • 2Give plants a species, size and count ('Thuja Green Giant, 6 ft, 6 installed'). It shows the client what went in and settles warranty questions next spring.
  • 3Put disposal and hauling on their own line. 'Removal of 2 trailer loads of brush' is easier to accept than a higher planting price.
  • 4Keep taxable and nontaxable work on separate invoices if your state treats them differently, and note the exemption certificate on the nontaxable one.
  • 5Use the service address as well as the billing address. HOAs and property managers pay for many sites from one office.
  • 6On staged installs, name the proposal on every invoice and show what earlier invoices covered, so the final bill is the balance and not a surprise.

Related Resources

Frequently Asked Questions

What should a landscaping invoice include?

Your business details and any license number your state requires, the client and the service address, a unique invoice number, the invoice and due dates, the visit dates or work period, each service with quantity, unit and rate, plants and materials, disposal, any deposit already invoiced, tax where it applies, the total and how to pay.

Do landscapers charge sales tax?

It depends on the state and the work. Texas taxes most landscaping and lawn care services but not a separately stated design fee. New York taxes maintenance such as mowing but not qualifying capital improvements such as planting new shrubs, documented with the customer's Form ST-124. Check your state revenue department's guidance.

Should I invoice lawn care per visit or monthly?

Most residential and HOA clients prefer one invoice a month that lists each visit date, rather than a small bill after every visit. A flat monthly fee is easier to budget, but the agreement must say how skipped or weather-cancelled visits are handled.

How do I invoice a landscape installation?

Bill it in stages set by the proposal: a deposit at signing, a progress payment when a visible stage is complete and the balance at the final walkthrough. Show plants, hardscape materials, labor and disposal as separate lines, and on later invoices show what was already billed.

How do I show materials on a landscaping invoice?

List each material with its quantity and unit, such as 6 cubic yards of mulch or 12 three-gallon shrubs, at the price your contract sets. If your contract allows a markup on supplier cost, say so on the line. In states where materials are taxed differently from labor, keep them on lines that make the split clear.

Can I create a landscaping invoice in InvoiceQuickly?

Yes. Describe the visits and materials and InvoiceQuickly drafts an editable invoice you review before saving, with one tax percentage per invoice. Free covers 5 invoices, 5 clients and 3 AI drafts in total. Pro is $9 a month for unlimited invoices, email delivery, reminders, estimates, and recurring invoice schedules that create drafts you can edit before sending.