Free, no email required. The Word version is editable; the PDF is print-and-fill. Open the .docx in Word, Pages, LibreOffice, or upload it to Google Docs.
What's in the template
One page, laid out the way a landscaping invoice is normally read: your details and the client's at the top, itemised work in the middle, totals and payment terms at the bottom. It ships with a few example line items in grey to show the level of detail that works — replace them with your own.
What to put on a landscaping invoice
Landscaping billing splits into two very different jobs: the repetitive maintenance route, and the one-off install. They belong on the invoice in different shapes.
- Recurring maintenance: list the visit dates, or the count and the period — "4 × weekly mowing, trim and edge, May 1–31". A client who can count the cuts rarely queries the total.
- Materials with quantities and units. Mulch by the yard, sod by the roll or square foot, plants by the each. Material-heavy jobs are where vague invoices cost you money.
- Labour separately from materials on installs, so the client can see what they are actually buying.
- Seasonal work as named lines. Spring cleanup, fall cleanup, aeration, overseeding — these are the items customers forget approving unless the invoice names them.
- Disposal or dump fees, if you pass them on. Say so before the job, and show them as their own line afterwards.
For clients on a seasonal agreement, state the billing period on the invoice so it lines up with the contract they signed — it is the difference between a payment and a phone call.
What every service invoice needs
Whatever trade you are in, an invoice that gets paid without a follow-up phone call carries the same core information. The template already has a slot for each of these:
- Your business details. Business name, your name, address, phone, and email — so the client knows who to pay and how to reach you about it.
- Your tax or business number, if you are registered. Requirements and rates differ by province and state, so check what your own jurisdiction expects you to show on an invoice.
- An invoice number. Sequential is fine (001, 002, 003). It matters far more than people expect once you are chasing a late payment or filing taxes.
- Invoice date and due date. "Due on receipt" is legitimate, but a specific date — "due August 18" — gets paid noticeably faster than "Net 14".
- Who is being billed, including the service address when it differs from the billing address. Property managers and landlords need both.
- Itemised work, with quantity and rate. One line reading "cleaning — $240" invites questions; three lines that add up to $240 do not.
- Subtotal, tax, and total due, clearly separated.
- How to pay you. E-transfer address, cheque payee, card details — the single most-forgotten field on a home-made invoice.
Getting paid faster
- Send it the same day. An invoice that arrives while the client can still smell the work gets paid quicker than one that shows up on the 30th.
- Put a real date on it. A named due date outperforms payment terms written in accounting language.
- Ask for a deposit on big jobs. Half up front on anything material-heavy protects you if the client disappears.
- Keep the numbering tidy. When you do have to chase, "invoice 037, sent June 3" is a much stronger message than "that job in June".
Common questions
What should a landscaping invoice include?
Your business details, an invoice number, invoice and due dates, the client and property address, itemised services and materials with quantities, labour, subtotal, tax, total due, and how to pay. The template includes each of these.
How do I invoice for weekly lawn mowing?
List the number of cuts and the period covered — for example "4 × weekly mowing, trim and edge, May 1–31" — or itemise each visit date. Monthly invoicing suits most maintenance clients and means one payment to chase rather than four.
How should I bill for mulch, sod, and plants?
As their own line items with quantities and units — cubic yards of mulch, rolls or square feet of sod, plants by the each — kept separate from labour. Material-heavy jobs are where unclear invoices most often lose money.
Can I use this template for snow removal too?
Yes. The layout works for any per-visit or seasonal service; just relabel the line items for pushes, salting, or walkway clearing, and note the date of each visit.
Tired of filling in invoices by hand?
MyKlient turns a finished visit into a branded PDF invoice in a couple of taps — with your logo, your line items, and a due date — then tracks what's paid and what isn't. Free for your first 5 clients.
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