What to include on a landscaping invoice
- Your business name, contact details and any license your state requires, such as a pesticide applicator license.
- The client's name and property address.
- Invoice number, date and due date.
- The service period or visit dates.
- Recurring maintenance and one-off jobs on separate lines.
- Materials such as mulch, stone and plants, with quantities.
- Disposal, fuel or equipment fees, if you charge them.
- Payment terms and how to pay.
Per-visit, monthly and seasonal billing
Per-visit billing (4 mows at $55) matches the work exactly, but income swings with the weather and the number of weeks in a month. Many landscapers prefer a seasonal contract: price the season, then bill it in equal monthly installments. For example, 32 weekly visits at $55 is $1,760, billed as 8 installments of $220 from April through November.
Snow removal works the same way, billed per push, per event or as a seasonal flat fee, often with a trigger depth such as 2 inches. On the free plan, duplicate last month's invoice from local history; Pro can create recurring invoices and send them on a schedule.
Materials and sales tax
Bill mulch by the cubic yard, stone by the ton and plants individually, separate from installation labor. If you mark up materials to cover pickup and delivery, build it into the unit price rather than adding a markup line.
Some states tax landscaping and lawn care services as well as materials, while others tax only the materials, so check your state revenue department's guidance and use the taxable toggle on each line. The free landscaping invoice also comes as a Word, Excel or PDF download.
Prefer a file?
Download this template, prefilled with typical line items. No email needed.
Frequently asked questions
Should I bill lawn care per visit or monthly?
Per-visit billing is simplest for irregular or on-call work. For weekly service, many landscapers price the season and divide it into equal monthly payments, which smooths out five-week months and rain delays. State in the contract how skipped visits are handled so the monthly amount isn't disputed.
Do landscapers charge sales tax?
It depends on your state. Some tax landscaping and lawn care services, some tax only the plants, mulch and other materials you sell, and a few tax neither for certain work. Keep services and materials on separate lines and check your state revenue department's guidance for landscapers.
How do I invoice a seasonal contract?
Divide the season total by the number of billing months and send one invoice per month naming the installment, for example 'installment 4 of 8'. Bill anything outside the contract, such as storm cleanup or plant replacement, as extra lines on the same invoice.
Can I charge for disposal and fuel?
Yes, if the client agreed to it. Yard waste disposal is often billed per load or per job, and some companies add a fuel surcharge when fuel prices spike. List each on its own line rather than hiding it in the mowing price.
How should snow removal be billed?
Common options are per push, per event, per hour for equipment, or a flat seasonal fee. Per-push contracts usually start at a trigger depth, such as 2 inches of snow. Record the date and snowfall for each service on the invoice so the client can match it to the weather.