How to write a lawn care or landscaping invoice (+free template)

The job’s done—now it’s time to get paid. For lawn care and landscaping businesses, your invoice isn’t just a receipt; it’s a key part of keeping cash flowing. A clear, professional invoice shows exactly what work you completed, which services or materials were used, how much the customer owes, and when payment is due. That clarity means fewer follow-up questions, fewer delayed payments, and faster money in your account.

This guide walks you through how to create a lawn care or landscaping invoice that includes all the right details, how to choose the best invoice format for different types of jobs, and how to automate invoicing so you can stop chasing checks and start getting paid instantly.

Want a faster start? Download our free invoice template and easily customize with your business details.

Table of Contents

Types of lawn and landscaping invoices and when to use them

Most lawn and landscaping businesses need more than one invoice format. Creating several templates and using the right type for the job keeps you organized and helps customers quickly understand what they’re paying for. 

Common types of invoices include:

• Standard invoice: Best for one-time repair services or replacement jobs. Use this for straightforward, single-visit jobs like planting shrubs, tree trimming, or hanging holiday lights.
• Itemized invoice: Best for large or complex jobs with multiple services and materials. Commercial clients and homeowners with complex projects need to see a breakdown. List every service, plant, material, and labor hour separately so there’s no confusion about the total.
• Deposit invoice: Best for large or custom install projects with high upfront costs. Use a deposit invoice to request a partial payment before work starts to cover your material costs (like sod, pavers, or trees). This protects your cash flow and guarantees the customer is committed.
• Recurring invoice: Best for maintenance contracts. For example, send recurring invoices at a set interval (like the first day of every month) for weekly mowing or monthly maintenance accounts.

What should a lawn care or landscaping company’s invoices include?

A great invoice looks simple on the surface, but quietly does a lot of work for you. It should build trust, answer most customer questions before they’re asked, and keep your records clean. 

Include these eight core elements on every invoice:

Business information

Confirms the invoice is legitimate and makes it easy to contact you. Include:

• Business name and logo
• Phone number, email, and mailing address
• License number (if required by your city or state)

Customer details

Ensures the invoice is applied to the right client and property. Include:

• Customer name
• Service address (especially important for multiproperty clients)
• Billing address, if different

Invoice number and issue date

Helps you track payments and resolve questions quickly. Include:

• A unique invoice number
• Date the invoice was issued
• Due date or payment terms

Description of services performed

Clearly explains what the customer is paying for. Include:

• Type of lawn service
• Date(s) of service
• Frequency, if recurring (weekly, biweekly, monthly)

Itemized pricing

Makes costs easy to understand and harder to dispute. Include:

• Labor charges
• Materials (mulch, sod, plants, fertilizer)
• Equipment or disposal fees, if applicable

Subtotal, taxes, and total amount due

Shows how the final price was calculated. Include:

• Subtotal before tax
• Applicable sales or local taxes
• Final total due

Payment methods and instructions 

Removes friction so customers can pay faster. Include:

• Accepted payment methods (card, ACH, check, online payment)
• How and where to submit payment
• Late fees or discounts, if applicable
• A hyperlink to a secure payment site, if invoicing electronically

Notes or terms

Sets expectations and covers the fine print. Include:

• Service guarantees or warranties
• Maintenance contract terms
• Thank-you message or follow-up instructions

You can customize all of these fields for your business using Housecall Pro’s invoicing software.

Lawn care and landscaping invoice example

A strong landscaping invoice includes each of the elements above in a clean, easy‑to‑read layout. Payment terms and the due date should stand out at a glance. Each service line should be clear enough that your customer can skim the invoice and immediately recognize the work you did.

Below is a sample invoice that works for both recurring lawn care services (like weekly mowing) and one-time or project-based landscaping work (like installs or upgrades).

Sample lawn care and landscaping invoice

[Company Name]
[Logo]
Phone: [XXX-XXX-XXXX]
Email: [email@example.com]
Address: [Business address]
License #: [If applicable]

Invoice #: 10457
Invoice date: May 10, 2026
Due date: May 17, 2026
Payment terms: Net 7

Billed to:
[Customer Name]
[Billing Address]

Service location:
[Service Address]

Services provided

Service description	Date	Qty	Rate	Line total
Weekly lawn mowing & edging	May 6, 2026	1 visit	$75	$75
Hedge trimming	May 6, 2026	1	$120	$120
Mulch installation (hardwood)	May 6, 2026	3 yards	$5	$165

Subtotal: $360.00
Sales tax: $28.80
Total due: $388.80

Payment information

Accepted payment methods: Credit card, ACH, online payment
Pay online: [Secure payment link]

Late payments may be subject to a [$X or X%] late fee after the due date.

Notes:
Thank you for your business! Please contact us if you have any questions about this invoice or your services.

Learn more: How to collect payments for lawn care jobs

Tips for writing lawn company invoices that get paid quickly

An invoice can sit unpaid if its terms are confusing. Follow these tips to help avoid delays or disputes:

• Use a consistent template: Stick to one layout for each invoice type so your customers know where to find key details, and you don’t forget to include anything.
• Brand it: A plain-text email looks like spam. Add your lawn business logo, slogan, and colors to reinforce your professionalism.
• Send it immediately: Don’t wait until the end of the month.
• Describe services clearly: Specifically list the work you did, when, and where to prevent confusion or disputes. This is especially important when invoicing commercial lawn care clients for recurring services across multiple locations, or for large-scale landscaping installations with multiple items and services.
• Offer multiple payment options: The easier you make it for customers to pay with their preferred method (credit or debit card, ACH, or online payment), the more likely they are to pay on time.
• Highlight payment due dates and totals: Make the amount due and the due date impossible to miss.

How to create a scalable invoicing process

Writing the invoice is just one step. To protect your cash flow, you need a clear invoicing and payment-tracking process that runs the same way every time—whether you’re in the truck or on vacation.

Here’s a simple five‑step process you can build around:

1. Build a template library: Create standard templates for one‑time, itemized, deposit, and recurring invoices, all with the core elements above. Creating templates for your most common services (for example, “Maintenance,” “Install,” and “Chemical Application”) also keeps your invoicing fast and consistent.
2. Set clear terms: Decide your payment rules upfront. Will you require a deposit for big jobs? Do you charge late fees? State your payment policies clearly on every template.
3. Train your team: Create and document your best invoicing practices. Train your office staff and field techs on when to create invoices, how to fill them out, and how to follow up on past-due invoices.
4. Automate with lawn pro software: Stop typing invoices manually. Use lawn care software to auto-generate invoices from completed jobs and batch-send them in one click.
5. Review, track, and follow up regularly: Set a weekly time to review paid, unpaid, and overdue invoices. Regular tracking means nothing slips through the cracks, and your revenue stays predictable.

Should you charge a late fee for past-due invoices? Learn how to assess late fees and how much to charge.

How Housecall Pro’s lawn and landscaping software can help

Many lawn and landscaping businesses face the same day-to-day challenges: late payments, manual paperwork, scheduling headaches, and limited visibility into what’s happening across jobs and customers. Invoicing is often just one piece of a much bigger operational puzzle.

Housecall Pro’s lawn and landscaping software is built to help you run your entire business in one place, from the first customer call to the final payment—so you can spend less time managing admin work and more time growing your business.

Here’s how Housecall Pro can help

• Schedule and dispatch jobs faster: Manage one-time jobs, recurring maintenance routes, and project work from a single calendar, so nothing falls through the cracks.
• Create professional invoices automatically: Generate invoices directly from completed jobs, eliminating double entry and reducing billing errors.
• Get paid faster: Accept credit cards, ACH, and online payments straight from the invoice to speed up cash flow.
• Reduce late payments: Automated payment reminders and clear payment terms help customers pay on time—without awkward follow-ups.
• Track customers, jobs, and payments in one place: See who owes what, which jobs are completed, and what’s scheduled next—all from your dashboard.
• Save time in the field: Mobile tools let you update job details, send invoices, and collect payments while you’re still on site.
• Simplify accounting and reporting: Sync invoices and payments with your accounting software for easier reconciliation and tax prep.

Instead of juggling separate tools for scheduling, invoicing, and payments, Housecall Pro brings everything together in one system designed specifically for home service pros.

Start your free 14-day trial of Housecall Pro and see how much easier it is to manage your work from start to finish.

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