Landscaping invoice template

Download the Landscaping invoice template

The same sample document in two formats. The PDF is what a finished invoice looks like; the spreadsheet has live formulas, so change a quantity or a rate and the totals follow.

No signup, no email, no watermark. Sample figures — edit everything. Opens in Excel, Numbers and Google Sheets.

See this invoice filled in, in the builder — the same sample, editable.

What a Landscaping invoice needs on it

Landscaping bids split into two businesses with different paperwork: installs, which are projects, and maintenance, which is a recurring agreement. The estimate that causes trouble is the install that promises plants without saying who waters them. State the plant warranty, tie it to a written watering requirement, and price maintenance visits as their own agreement rather than a favor attached to the install.

Install invoices should list plants by species and size, because that is the record a warranty claim runs against. Maintenance invoices work best itemised by visit date, so a client who asks "what did I pay for in July" gets an answer instead of a monthly lump.

• Plant sizes by container, since a 3-gallon and a 15-gallon shrub are different jobs
• Plant warranty term and the watering requirement it depends on
• Soil amendment, drainage and grading — the below-ground work customers cannot see
• Irrigation zones and controller, if included, and who winterises
• Access constraints: gate width, machine access, spoil removal
• For maintenance: visit frequency, what a visit includes, and seasonal extras priced separately

And what every invoice needs

Send it the day the work is finished. Invoices sent within 24 hours get paid materially faster than ones that go out at the end of the month.

• A due date, not just terms — "Net 14" means less to a homeowner than a date
• Any deposit already paid, credited on the page so the balance is unarguable
• Payment instructions the customer can act on without calling you
• The estimate number it came from, so the customer can reconcile the two

Landscaping line items included in this template

These load into the builder ready to edit. Prices are starting points, not our opinion of what you should charge — set your own and they save to your price book.

Rates are illustrative US figures and vary widely by market. Price your own work.

How landscapers price this work

Installs price by material plus crew day; maintenance prices per visit or per month with a seasonal schedule. Margin on installs is mostly in material markup and crew efficiency, which is why accurate square footage and access notes matter more here than hourly rate. Maintenance contracts price best annually and billed monthly, so winter months are not a cash trough.

Questions

How long should a plant warranty be?

One growing season is the common default, and it should be written as conditional on the customer watering per your instructions. Unconditional plant warranties are how landscapers end up replacing shrubs that died in an August with no irrigation, so state the watering requirement on the estimate rather than mentioning it at handover.

Should landscaping maintenance be a separate agreement?

Yes. Install and maintenance have different scopes, different billing rhythms and different cancellation terms. Bundling them makes the install look expensive and the maintenance look free — price them as two documents and both become easier to sell.

How do I price a job the machine cannot reach?

As its own line. Wheelbarrowing material through a 36-inch gate can double the labor on a bed install. Note the access constraint on the estimate with the added hours priced separately, so the customer understands what their fence is costing them.

What has to be on an invoice?

At minimum: your business name and contact details, the customer, an invoice number, the date, an itemised description of what was done, the amount due, and how to pay. Trades that carry a license usually put the license number on it too, and in some jurisdictions that is required.

How soon should I invoice after finishing a job?

Same day where you can. The gap between finishing and invoicing is the single easiest lever on how fast you get paid, and it costs nothing to close.

Can I charge a late fee?

Usually, if you stated it before the work — commonly 1 to 1.5% per month. It has to be on the estimate or your terms, not introduced for the first time on an overdue invoice, and some states cap the rate. Check your own state before relying on it.