Plumbing Invoice Template
A plumbing invoice has to explain a bill to someone who was not watching: a homeowner comparing it with the phone quote, a property manager matching it to a work order, or a warranty claims handler. That means the job address, what you found, what you did, and every part on its own line, plus your licence details, which some states require in a set format. This template is for plumbers and small plumbing companies billing service calls, repairs, installations and maintenance, residential or commercial. The download is an editable HTML file with your business, the customer, invoice number, issue and due dates, a line table (description, quantity, rate, amount) and totals, plus the plumbing fields below. Fill it in your browser, then print it or save it as PDF. Texas plumbing companies should read the licence disclosure rule below before using any template, including this one.
Preview this editable document
Download the HTML file to edit its fields, then print or save as PDF. Totals are entered manually.
What This Template Includes
- Licence holder's name and licence number (Texas: Responsible Master Plumber and Board details on page 1)
- Job address, if different from the billing address
- Work order or property manager reference
- Service type: repair, installation, maintenance or emergency
- Problem found and its cause
- Work performed
- Service call or diagnostic fee, and whether it is credited
- Labor hours and rate, with any after-hours rate
- Parts and materials, each with quantity and unit price
- Equipment installed: make, model and serial number
- Permit number and inspection fee, if any
- Warranty on labor and on parts
- Customer authorization for any extra work
How to Create Your Plumbing Invoice
- 01
Describe your work
Type a plain English description of the services you provided, the client, and the amount.
- 02
AI generates your invoice
InvoiceQuickly's AI drafts the client, line items, dates, and totals for you to review before saving.
- 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
Most residential plumbing is billed on completion and paid on the day, so print "Due on receipt" and take payment before you leave. Property managers and commercial customers usually pay against a work order on their own cycle, often net 15 or net 30; put their work order number on the invoice or it may sit unpaid. For bigger installations with a permit and inspection, bill in stages that match the job, such as rough-in and trim-out, and say on the estimate which stage triggers which invoice. If you charge a service call or diagnostic fee and credit it when the customer goes ahead with the repair, show both the fee and the credit, so the customer sees the credit was applied.
Need help writing payment terms? Read our guide to invoice payment terms for best practices and templates.
Tax Information
Sales tax on plumbing depends on the state and on the kind of job, and one visit can contain both kinds. New York is a clear example: its Tax Bulletin ST-104 treats installing a water heater as a capital improvement, with no sales tax charged to the customer if you hold their Form ST-124, but replacing the thermostat on an existing water heater is a taxable repair. Texas does not tax labor to repair a home but does tax repair work on commercial property. Check your state revenue department's guidance for contractors. InvoiceQuickly applies one tax percentage to the whole invoice, so a visit that mixes taxable and nontaxable work needs two invoices there; it also copies your saved tax ID into new invoice PDFs; keep professional licence details in the notes. This is general information, not tax or legal advice. Last reviewed: 27 October 2026.
Industry context (2026)
Two state rules show why a plumbing invoice is more than a price. In Texas, 22 Texas Administrative Code section 367.10(b), last amended effective 16 August 2020, requires the Responsible Master Plumber of record and the company owner to make sure the first page of every written or electronic proposal, invoice or contract shows, in at least 12-point font, the RMP's first and last name and licence number, the phrase "regulated by the Texas State Board of Plumbing Examiners" and the Board's mailing address, phone number and website; the rule counts written estimates, service invoices, billing invoices and receipts as invoices (Cornell LII copy of the rule, accessed 27 October 2026). In New York, the Department of Taxation and Finance's Tax Bulletin ST-104 (issued 27 July 2012, page accessed 27 October 2026) gives "installing a hot water heater" as a capital improvement and "replacing a thermostat on a hot water heater" as a taxable repair, so the same customer can owe sales tax on one visit and not on another. New York's combined rate is the 4% state rate plus the local rate, plus 0.375% inside the Metropolitan Commuter Transportation District. This page does not quote plumbing labor rates or markups; we found no dated primary source for them, and the plumbing pricing guide shows how to set your own.
Worked example
Illustrative figures, Texas residential job. A plumbing company invoices a homeowner for a Saturday evening emergency on INV-0388, issued 7 November 2026, due on receipt. The top of page 1 carries the licence block: Responsible Master Plumber's first and last name, licence number, "regulated by the Texas State Board of Plumbing Examiners" and the Board's mailing address, phone number and website, copied from tsbpe.texas.gov. Problem found: "Burst braided supply line, kitchen sink cold side; both angle stops seized and corroded." Line 1: "After-hours emergency call-out, arrived 21:40", 1 x $150.00 = $150.00. Line 2: "After-hours labor: isolate water, replace 2 angle stops and 2 supply lines, pressure test, check for leaks", 1.5 hours x $135.00 = $202.50. Line 3: "1/2 in. quarter-turn angle stop valve", 2 x $18.50 = $37.00. Line 4: "20 in. braided stainless supply line", 2 x $14.00 = $28.00. Subtotal $150.00 + $202.50 + $37.00 + $28.00 = $417.50. Tax: none charged on this invoice; Texas does not tax labor to repair a home, and the company handles tax on materials under the Comptroller's rules for residential repair contracts. Total $417.50. Notes: "Cabinet base wet; drying and water damage repair not included. Main shut-off valve stiff, not replaced, recommend replacement. Labor warranted 12 months; parts per manufacturer." The homeowner pays $417.50 by card on site and the plumber records the payment before leaving. If the plumber had written "Emergency repair, $417.50", the homeowner's insurer would have had no cause, no parts list and no arrival time to work with.
Common mistakes to avoid
One line for parts
"Parts and materials, $310" invites a phone call. Itemize each part with quantity and unit price so the customer can see what went into the job.
Missing licence details
In Texas, an invoice without the RMP name, licence number and Board details on page 1 in at least 12-point type breaks the Board's rule. Elsewhere, a licence number reassures customers and property managers.
No serial numbers on installed equipment
A water heater invoice without make, model and serial number makes a manufacturer warranty claim harder for the homeowner and for you.
Charging tax the same way on every job
In states such as New York, an installation that is a capital improvement and a repair are taxed differently. Check the job type, and split mixed visits into separate invoices if your tool has one tax rate per invoice.
Extra work without recorded approval
Replacing a second valve because you were there is good practice only if the customer agreed. Note who approved it and when on the line.
Invoicing Tips
- 1Write the cause, not just the fix: "Burst braided supply line, kitchen sink cold side" tells the homeowner and any insurer what happened.
- 2Put each part on its own line with quantity and unit price. One "parts and materials" line is the first thing customers question.
- 3Record make, model and serial number for water heaters, pumps, softeners and other equipment. Warranty claims and the next plumber both need them.
- 4Note pre-existing conditions you saw but did not fix, such as corroded shut-off valves elsewhere, so a later failure is not blamed on your work.
- 5Get written or texted approval before extra work and quote the time of approval on the invoice line.
- 6If you work in Texas, set up the licence disclosure block once, at the top of page 1, and check a printout at 100% scale.
Related Resources
- All invoice templates: by industry, country and document type
- How to write a plumbing invoice: service calls, water heaters, the Texas disclosure and New York tax
- Plumbing invoice example: an annotated sample, field by field
- How to price plumbing services
- Invoicing for contractors
- Estimates and quotes: pricing a job before you start
Frequently Asked Questions
What should a plumbing invoice include?
Your business and licence details, the customer and job address, an invoice number and date, the work order reference if there is one, the service call or diagnostic fee, labor hours and rate, each part with quantity and price, equipment make, model and serial number, permit and inspection fees, tax if it applies, the total, payment terms and the warranty on labor and parts.
Do plumbers have to put their licence number on invoices?
Some states require it. Texas requires the first page of every proposal, invoice or contract to show the Responsible Master Plumber's name and licence number, the phrase "regulated by the Texas State Board of Plumbing Examiners" and the Board's mailing address, phone number and website, in at least 12-point type. Check your own state's licensing board; showing your licence number is good practice everywhere.
Should I charge for the service call if the customer goes ahead with the repair?
That is your policy to set, but put it in writing before the visit. Many plumbers credit the service call against the repair. If you do, show the fee and the credit as separate lines so the customer can see it was applied.
How do I invoice parts on a plumbing job?
List each part on its own line with the quantity and the price you charge. Whether you show your markup is up to you, but the line description should be specific enough to match the part, for example "1/2 in. quarter-turn angle stop valve" rather than "valve".
Is plumbing work subject to sales tax?
It depends on the state and the job. In New York, installing a water heater is a capital improvement with no sales tax charged to the customer, while repairing an existing one is taxable. Texas does not tax labor to repair a home but does tax commercial repair work. Check your state revenue department.
How should I bill after-hours or emergency plumbing work?
Show the after-hours call-out and the after-hours labor rate as separate lines, with the arrival time, and make sure the rates match what you told the customer when they called. Customers dispute emergency rates they were not told about.
Can I use this template if I work in Texas?
Yes, if you put the full licence disclosure at the top of the first page. The download is an editable HTML file whose field text is set at 16 CSS pixels, which is 12 points when printed at 100% scale; browser fit-to-page settings can shrink it, so check the printout. InvoiceQuickly's own PDF prints line items and notes in smaller type, so it cannot meet the 12-point rule as it stands.
Can InvoiceQuickly create a plumbing invoice?
Yes, outside the Texas limitation above. Describe the job, for example "Saturday emergency, replaced two angle stops and supply lines, 1.5 hours after-hours at $135, call-out $150", and InvoiceQuickly drafts an editable invoice you review before saving. You can record card, cash or check payments on any plan. Free includes 5 invoices; Pro ($9/month) adds email delivery, Stripe or PayPal payment links through your own account, and reminders. It has no dispatch, price book or field app.