Invoicing Software for Home Inspectors

Home inspections follow a flat-fee structure driven by square footage, age of the property, and foundation type. The base inspection covers ASHI Standards of Practice components—structural, electrical, plumbing, HVAC, roofing, and exterior—but clients frequently add ancillary services on-site once they see the property.

Billed lets you build a base inspection line item at your standard rate, then add radon testing, mold air sampling, sewer scope video, termite and WDI inspection, thermal imaging, and water quality testing as individual charges. Each add-on shows its own price so buyers and their agents see a transparent breakdown rather than a single inflated number. When a client decides to add a sewer scope while you are already on-site, update the invoice from your phone before leaving the property. The buyer receives an updated total that matches the services performed, and you avoid the awkward post-inspection call to collect an additional fee that was never documented.

Pre-listing inspections are billed to the seller or their listing agent, while buyer inspections are billed to the purchaser—often with the buyer's agent copied for transparency. These two workflows require different invoice recipients, payment terms, and sometimes different pricing tiers.

Billed lets you set up client profiles for sellers, buyers, and agents separately so invoices route to the correct party automatically. Pre-listing inspections often include a reduced scope—no radon or sewer scope unless the seller opts in—and carry shorter payment terms because the listing agent wants the report before the property hits the MLS. Buyer inspections typically include the full suite of add-ons and allow a slightly longer payment window since the buyer is already managing earnest money and appraisal fees. Storing these as separate invoice templates means you select the inspection type, enter the property address, and the correct line items, pricing, and recipient fields populate without manual adjustment every time.

The inspection report is your primary deliverable and your strongest use for collecting payment. Once that report is in the buyer's inbox, your ability to collect drops significantly—agents move on, buyers focus on negotiations, and your invoice sits unpaid.

Billed attaches an online payment link to every invoice so clients can pay by credit card or bank transfer the same day. Set your workflow so the report is only delivered after payment confirmation clears. This is standard practice endorsed by most state licensing boards and eliminates the single largest cash-flow problem inspectors face. For agents who request immediate report delivery because of tight inspection contingency windows, you can enable auto-pay on the invoice so the card on file is charged at the time of service. Either approach ensures you are never chasing a $450 inspection fee weeks after the closing date while the buyer has already forgotten your name.

Real estate agents drive 70-80% of inspection bookings in most markets. Knowing which agents and brokerages generate the most referrals—and which ones pay on time versus which ones create collection headaches—is critical for growing a sustainable inspection business.

Billed lets you tag every invoice with the referring agent and brokerage. Over time, your dashboard shows referral volume, average invoice value, and payment speed by agent. This data tells you which relationships to nurture with lunch meetings and CE class sponsorships, and which agents consistently refer low-margin jobs or slow-paying clients. You can also create agent-specific pricing if certain high-volume agents have negotiated preferred rates for their clients. When tax season arrives, your referral data doubles as marketing expense justification—every agent appreciation gift or sponsorship ties directly to the revenue that relationship generated.

Investor clients rarely book a single inspection. They purchase duplexes, fourplexes, small apartment buildings, and sometimes entire portfolios of rental properties that need phase inspections over several weeks. Billing these jobs requires volume discount calculations, per-unit pricing, and sometimes progress invoicing across multiple site visits.

Billed supports per-unit line items with quantity-based pricing so a 12-unit apartment building shows the per-unit rate multiplied by twelve, minus any negotiated volume discount, on a single clean invoice. For commercial inspections that follow ASTM standards rather than ASHI residential standards, create a separate commercial template with appropriate scope descriptions and higher base rates. When an investor books ongoing inspections across a portfolio, set up a client profile with their negotiated rate so every new inspection auto-populates the correct pricing without re-negotiating or manually overriding the fee each time.

Re-inspections happen when a buyer requests verification that the seller completed agreed-upon repairs before closing. These carry a reduced flat fee—typically $75 to $150—because the scope is limited to verifying specific repair items rather than a full property evaluation. Without a clear invoicing workflow, re-inspections become unpaid favors that eat into your schedule.

Billed lets you create a re-inspection template with a flat fee and a checklist-style description field where you list the specific repairs being verified. The invoice goes to the buyer or their agent with a payment link, and you collect before driving to the property. For 4-point inspections required by Florida and other coastal-state insurers—covering roof, electrical, plumbing, and HVAC age and condition—set up a dedicated template with the insurer-required scope language built in. Wind mitigation inspections, which can save homeowners significant premium dollars, use a separate template with the OIR-B1-1802 form reference and appropriate pricing for your market.