AvoLandscaping Invoice Template (Free Fillable PDF)
Landscaping jobs mix things that are counted (plants, pavers, yards of mulch), things that are measured (square feet of sod, linear feet of edging) and things that are timed (crew hours, equipment). An invoice that reduces all of that to “landscaping, $6,800” gets questioned, and the questions take longer than the job. This template keeps each kind of line in its natural unit, with the deposit subtracted and a space for the plant warranty.
Free, fillable, US Letter. No email, no sign-up. For recurring maintenance there is a line for the visit count and the month. Fill in your business once; change the property and the lines per job.
What the PDF looks like. The hints in the line table show the lines a landscaper typically bills; type over them.
Why landscaping invoices get paid late
Plants without quantities or sizes
“Shrubs, $1,240” means nothing to the client. “12 × boxwood, 3 gal, $38” does, and it supports the warranty later.
Hardscape by the lump
Pavers are priced by the square foot. Show the area and the rate; it also makes the change order obvious when the patio grew.
Maintenance months blurred
A recurring client needs the month and the visit dates on the invoice, or two invoices look identical and one is disputed.
What to include on a landscaping invoice
- Your business name, contact and contractor or nursery license numberSeveral states license landscape contractors; the number belongs on the invoice.
- Client name and property addressThe service address, not the mailing address.
- Invoice number, date, due date and estimate referenceLine items should match the accepted estimate.
- Plants and materials with quantity, size and unit priceSpecies, container size, count. Mulch and soil by cubic yard, sod by square foot.
- Labor by crew and hours“Install crew, 3 × 8 h × $45”. Design time on its own line if charged.
- Hardscape and irrigation by measured unitPavers per sq ft, edging per linear ft, irrigation zones per zone.
- Equipment, disposal, deliverySkid steer rental, green waste disposal, plant delivery: each its own line.
- Deposit credited, warranty note and payment termsPlant warranty (commonly 90 days or one season) stated in the terms.
Example landscaping invoice
Lines a typical job produces. Labor and materials are separate, and anything already paid is a negative line so the total is the balance due.
| Description | Qty × rate | Amount |
|---|---|---|
| Boxwood, 3 gal (12) and hydrangea, 5 gal (6) | 18 plants | $846.00 |
| Hardwood mulch, delivered and spread | 6 cu yd × $65.00 | $390.00 |
| Paver patio, Belgard Dublin, 240 sq ft | 240 × $22.00 | $5,280.00 |
| Install crew | 3 × 8 h × $45.00 | $1,080.00 |
| Deposit received Apr 3 | −$2,500.00 | |
| Total due | $5,096.00 | |
How to use the template
- Download the PDFIt is a fillable form: open it in any PDF reader, on a computer or a phone.
- Fill in your details onceBusiness name, contact, license number, terms. Save it as your master copy.
- Add the job and sendChange the client, the lines and the invoice number for each landscaper job. Export and send by email or text.
Fill it on your iPhone in a minute instead
Avo keeps your clients and your usual line items, so the next invoice is three taps. Your first three documents are free, full-quality PDF, no watermark. Premium from $59.99/year if you invoice often.
Scan the code with your iPhone camera to open Avo in the App Store, or email yourself the link.
Questions
Should I itemize plants on a landscaping invoice?
Yes: species, container size, quantity and unit price. It justifies the total, matches the nursery receipt if the client asks, and defines what the plant warranty covers.
How do landscapers bill for maintenance?
Monthly, one line per service with the visit dates (“Mowing and edging, April: 4 visits × $65”), plus extras such as fertilizing or cleanup on their own lines. Bill on a fixed day each month.
Do I charge sales tax on landscaping?
It varies: many states tax plants and materials but not installation labor, some tax the whole job, a few tax maintenance differently from installation. Separate materials from labor so the taxable part is clear.
What deposit is normal for a landscaping job?
30–50% on acceptance for installation jobs with plants or hardscape, because materials are bought up front and plants cannot be returned. Show the deposit on the invoice as a credit.
What warranty should the invoice mention?
Whatever you promised on the estimate, repeated: typically 90 days to one season on plants with proper watering, and one to two years on hardscape workmanship.