You’ve just finished a major landscaping job for a client, and it’s time to get paid. But what does that process look like and how should you format your invoice? How can you create a professional and polished invoice like our gardening invoice templates or landscaping invoice templates?
We’ve got you covered. Let’s talk about the ins and outs of making an invoice for your landscaping services.
Benefits of Invoices
As a landscaper, your job is creating beautiful and functional outdoor spaces your clients can enjoy season after season. But just like any other business, you need to get paid for your work. That’s where a landscaping invoice comes in — it’s the paper trail that ensures you receive compensation for your work. Invoices also streamline the billing process by:
- Limiting or eliminating back-and-forth: A detailed invoice ensures all necessary information is included, minimizing charge disputes between you and clients.
- Detailed payment options: It allows you to include specific payment options, expediting the payment process with clear outlines.
- Prompt payments: You can include payment terms on your invoice outlining due dates and late fees.
What to Include in Your Landscaping Invoice
To avoid miscommunication or charge disputes, you must create a detailed invoice. Whether you’re learning how to make a lawn care invoice or landscaping, here are the details you must include:
- Business name and address: Include the name and physical address of your landscaping business. You could provide your home address or P.O. box if you don’t have a commercial location.
- Client name and address: The name and address of your client and ensures you’re billing the right person. For instance, if Mr. Gate’s son asks you to mow the lawn at his father’s house, you would bill the son, not the father.
- Project address: This is where you provided the services. In the example above, the address is going to be Mr. Gate’s home.
- Invoice number: This is a unique number that helps you track and manage your invoices, such as 0001, 101123, etc. You won’t need to manually generate and track these numbers if you use an invoicing tool like Invoice Ninja.
- Invoice date: This is the date you issued the invoice.
- Line-item description: This section describes the services you provided, such as lawn mowing, tree removal, installing raised beds, etc.
- Amount due: It’s the total amount for each service provided.
- Payment information: This is typically found at the bottom of the invoice and describes your accepted payment methods, such as wire transfer, credit card, etc.
How to Create a Landscaping Invoice
Let’s take a step-by-step look at how you can create a customized invoice for your landscaping business.
- Create a template: Design your invoice using Microsoft Word, Google Docs, or Canva.
- Add your business logo and color scheme: Insert your business logo and color scheme into the invoice to help your clients recognize your brand.
- Include your business information: Make sure your clients know how to reach you by including your business name, address, and contact information.
- Provide a detailed cost breakdown: Describe the cost of materials, labor, and any other expenses that contributed to the total bill.
- State payment terms: List the payment due dates and late fees.
- Give payment instructions: Include instructions on how to pay, such as accepted payment methods or online payment portals.
- Send the invoice: Send the invoice to your client after e-signing it using software like Dropbox Sign or Adobe Acrobat.
How to Use Software to Create Invoices
If spending hours creating the right landscaping invoice from scratch doesn’t appeal to you, we recommend working with a reputable invoicing software, such as Invoice Ninja. Here’s how it works:
- Choose an invoicing software that meets your business’ needs. Look for features like customizable templates, automated payment reminders, and online payment options.
- Create your account and type in your business details, such as your name, address, and contact information.
- Enter your client and project information into the software.
- Select a template that aligns with your brand image and business style, or customize one to your liking.
- Add any necessary line-item descriptions and costs for your services, materials, and expenses.
- Select a payment method and include payment instructions in the invoice.
- Send the invoice directly to your client through the software or download and print a copy.
- Receive payments via the invoicing software without spending additional time.
As a landscaper, you can avoid misunderstandings and confusion by including business and client information, project details, and payment terms on your invoices. Take the time to include all the necessary details and customize your invoices to reflect your brand. The right invoice makes the payment process as clear and easy as possible for your clients, so you can focus on raising garden beds and not late fees.