If you’re running a home repair business, you will eventually need to generate invoices to collect payment for the services you deliver. In this guide, we give you a complete rundown of when you need to create a home repair invoice, what to include in one, and tips to ensure you get paid on time for the work you do.
What Is a Home Repair Service Invoice?
A service repair invoice is an essential component of the day-to-day operations of home repair businesses. It is a tool you can use to record necessary details of the repair work carried out, which you then present to your customer and ask for the amount due.
A typical invoice contains details such as the date of work, the client’s address, the modes of payment, service descriptions, materials used, payment due date, and so on.
It is possible to create a basic, free invoice using platforms such as Microsoft Word, Excel, or Google Sheets or with a free invoice template for a handyman. These are usually sufficient for small-scale businesses that don’t have extensive invoicing needs.
However, automatic invoicing software—such as Invoice Ninja—is the way to go if you want a more professional, well-designed invoice. If you’re an established business that needs hundreds of monthly invoices, we highly recommend automatic invoicing software to get the job done quickly and efficiently.
When Do You Need a Home Repair Invoice?
An invoice is needed when a billing period comes to an end or at the end of a completed service. Each client needs their own invoice. If you have an extensive client base, you need a systematic way of creating accurate invoices for each individual customer.
What Should You Add to a Home Repair Invoice?
Your home repair invoice should be concise and easy to understand, but thorough enough to include all the necessary details. Here are some essentials your invoice should contain:
- A unique invoice number to help with record-keeping
- Basic company details (company name, phone number, logo, email, and mailing address)
- The client’s billing information (address, email, phone number, etc.)
- An itemized list of the home repair services completed
- The total cost of each service, including materials and labor
- Subtotal (before adding service fees, discounts, and taxes)
- Total amount owed (taxes included)
- Invoice date and the due date for payment
- Payment methods accepted
- Terms of payment and other conditions
A handyman services invoice template might already have all these elements, but you have to be extra careful if you’re creating your invoice manually.
Bonus Invoicing Tips
Once you’ve got the basics down, here are some additional tips you can implement to present a well-rounded, detailed invoice and improve your business’s image.
Add a Variety of Payment Options
It’s always a good idea to offer clients multiple payment options. The easier the payment process is for your customer, the greater the chances are of them using your services again in the future. Around three to four payment options are ideal, but remember to clearly list them in your invoice and explain how clients can use them.
Add Miscellaneous Costs
Make sure your invoice accounts for all costs, including the not-so-obvious ones such as taxes or additional transaction costs. This is important to ensure you don’t end up footing a portion of the bill your customer should pay.
Submit Invoices on Time
Invoices should never come as a surprise. Based on the quotes and estimates you agreed on with your clients, they should know when they are being billed and approximately how much they will be charged. If there are any unexpected costs due to additional or unforeseen services, make sure you communicate these with the client before you send the invoice.
Pay Attention to the Language
Use simple, easy-to-understandable language when writing any notes or service descriptions. Avoid business jargon and stay professional even if you have a personal relationship with your client. Also, don’t forget to double-check the details and put the invoice through an online grammar and spelling checker to ensure there are no mistakes before sending.
Don’t Hesitate to Send Reminders
If you’re sending the invoice to a customer for the first time, it’s always a good idea to follow up with a call within twenty-four hours of sending it. This can help confirm the right person received the invoice, understands the payment methods, and that there aren’t any questions you need to answer.
If you set a relatively long payment term, sending a follow-up email is a good practice if the due date is approaching and the client hasn’t paid yet. Chances are they are probably busy and will appreciate the gentle reminder that payment is expected soon.
Remember, the purpose of a home repair invoice is to make it easy for you to get paid on time. Sending a properly-structured document with clear instructions and following up with reminders or check-ins ensures there are no hurdles in getting paid.