Everything You Need to Know About Lawn Care Invoices [Free Template]
As a lawn care service provider, invoices are one of the major steps in getting paid for the work you do. Most clients will want to see an itemized list of services, materials, labor, and fees that amount to the total cost of the job. This helps them understand exactly what they’re paying for.
But invoices can also help you as a business owner. From tracking clients and job details to payments and tax information, invoices can play a big part in organizing important information.
In this resource, we’ll walk you through:
- What is a lawn care invoice?
- Why should you use a lawn care invoice?
- Including critical information in your invoice
- Maintenance and warranty examples
- How to make a lawn care invoice
- Free lawn care invoice template
- How to bill lawn care clients
- When to bill lawn care clients
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What is a lawn care invoice?
A lawn care invoice is a digital or paper bill that you send to a client that details all the charges associated with a job you did for them.
It should include costs for labor, materials, services, taxes, discounts, and any other relevant dollar amounts. You can also include a thank you note, care instruction, and your terms and conditions, too.
It’s important to include as much information as possible so that your clients understand exactly what they’re paying for. Breaking your invoice up into specific line items with separate costs for different services can show your clients exactly what you’ve done for them.
For example, instead of saying “lawn treatment” you could say “Crabgrass Control” and “Grub Control.” Other line item examples include:
- Time and Material
- Crabgrass Control
- Grub Control
- Broad leaf Control
- Materials Delivery
- River Rock (per yard)
- Spread Fertilizer
- Trim Hedges
- Fall Cleanup
- Spring seasonal cleanup
- Stump Grinding
- Christmas Lights –installation
- Fungus Treatments
- Snow Removal
- Weed Killer
- Service-Lawn/ Irrigation Install
- Service-Lawn/ Irrigation Repair
- Gypsum Treatment
Why should you use a lawn care invoice?
Would you rather do business with a service provider who tells you exactly what you’re paying for, or a service provider who glosses over the important details?
You’re probably like most people. You would like to see a breakdown of how your money is being spent, rather than a vague sum for how much you owe your service provider.
Sharing this information on your invoice helps your clients see how the total cost for your service was reached.
Plus, invoicing can help to avoid client disputes because it includes taxes, fees, charges for additional services, and even discounts. Detailed invoices leave little room for confusion while helping you look professional.
Using lawn care invoicing software, like Jobber, or a consistent clean template definitely levels you up against competitors who provide a handwritten invoice.
Plus having organized invoicing can help you monitor payment statuses, reference job detail history, and attach important notes like signed and approved terms and conditions.
Including critical information in your invoice
Invoices shouldn’t just be about billing your clients. Including information about maintenance guidelines, warranties, and client-specific service notes can help your client get the most out of your services, and help you gain a competitive edge in the market.
Client-specific service notes can include:
- What you did and didn’t do (for example, mowed lawn but did not water)
- What each service is and what it includes (for example, mowing the front lawn included grass clipping removal and weeding but not watering)
- Tips or notes for property-specific services (for example, if the client’s property suffers from a certain type of weed, offer them a resource on how to control it)
However, getting more detailed with firm maintenance guidelines and a warranty can help protect your business in case of issues outside of your control or scope. Here are two templates you can use on your invoices:
Lawn care maintenance guideline example
Service: Watering Guide / Grass
This service does not include watering. Water at least [#] times per week during [time] or when the soil is noticeably dry. Stop watering when [parameters]. [company] is not responsible for any damage done to lawn due to excessive weather causing erosion, pests or pets digging or eating lawn, or fungi due to over watering. Keep the top 2 inches of soil moist but not sopping wet.
Lawn care service warranty example
Your [type of service] is accompanied with a [#days] limited warranty on the [products] installed by [company name] IF installed and maintained per the suggested standards. Upon service it is the responsibility of the owner to supply the lawn with sufficient water and fertilizer (as needed) during their growing season [growing season timeline] to keep the lawn healthy.
[list materials used] are warranted for [#days] from date. [company name] will offer warranty replacements during [timeline]. [company name] assumes no liability for replacement of [materials] [damaged/killed] by conditions beyond our control.
[company name] cannot warranty against weed growth in mulch or topsoil beds.
How to make a lawn care invoice
To use Jobber’s free lawn care invoice template, follow these steps:
- Use your lawn care pricing sheet to figure out the costs of the services you provided
- Add an invoice number, date, and contact info (for you and the client) at the top
- Add (and explain) any additional costs, fees, or discounts that weren’t in your estimate
- Provide info about how and when payment is due
- In the notes, include and warranties, terms and conditions, maintenance tips, and/or a thank you note
- Send a digital or paper copy of the invoice to the client and keep one for yourself
The best way to create and store invoices is by creating digital copies. Digital invoices are easy to send, store, and review.
How to bill lawn care clients
When you send out lawn care invoices to clients depends on which type of frequency and pricing strategy you choose. The four most common are one-off and recurring cycles, and charging a flat rate or hourly rates.
One-off billing is when you bill a client once for a one-time service like a yard cleanup or mow.
Collecting payment after each job is good for cash flow because you immediately have the money in hand.
This approach makes sense if you’re collecting payment less than once a month. For example, many weed control applications happen only a few times throughout the year. Sending lawn care invoices out after each job is best for new businesses and jobs that are spread out.
Recurring bills are used for longer or ongoing projects that extend over multiple billing periods.
For example, if you have a client who wants their lawn maintained for a whole summer, recurring billing would mean sending them an invoice for each billing period in which you did work.
Sending more than one invoice per month for recurring jobs that require multiple visits each month create more admin work for you, and can annoy your customers. So, send an invoice once a month.
Pro tip: Don’t get into a habit of bundling four weeks’ worth of payments together to represent a month’s work. You don’t want to let a charge for work done outside of four weeks get lost. Jobber’s batch invoicing feature helps keep track of completed jobs requiring invoicing so that you don’t miss any—even at the height of your busy season.
Flat-rate billing is when you charge a standard amount for a specific job, like mowing a lawn of specific square footage. Flat rates include materials and time.
It’s best to reserve this billing method for large maintenance contracts only. The higher rate allows you to ensure a profit no matter the weather and maintenance requirements that month.
Spending the time crunching the numbers to determine a rate that’s both fair to your customer, but takes into account the potential for a busy month for your team is important when setting monthly flat rates.
The upside of sending out lawn care invoices out for flat monthly fees is less paperwork and admin time.
A potential problem is that clients may start asking for additional services that are outside of your original agreement. This is why it’s very important to itemize what services are covered in your lawn care contract.
This depends on how much you charge per person, per hour for the average job. This number should be based on things like the going rate in your area, how much money you want to earn per hour, and how much you’re paying your employees.
If you’re just starting off, look at the work and estimate the time it will take you to complete the job. Then consider how much you want to make per hour.
Pricing by the hour makes sense because when you’re mostly mowing and gardening. Just make sure you don’t communicate the exact amount of time you’ve worked on the invoice, as it could confuse some clients.
When to bill lawn care clients
An appropriate time to send an invoice is within 24 hours of a finished job. Sending an invoice too early or too late can leave a bad impression. Send them on a consistent, recurring basis that your client expects, like the last day of the month (for ongoing work), or every Monday afternoon, for example.
While sending a paper invoice is an option, digital invoices are recommended. It’s easier for you to maintain consistency, professionalism, and organization.
Plus, you can email or texting a digital invoice. This helps you confirm when they were received, and accept online payments. Your whole team can access digital invoices in the field, too, so nobody ever misses a beat when it’s time for a follow-up appointment.