Home Inspection Invoice Template

A home inspection invoice bills the services you performed at one property. The client should be able to see the base fee, each add-on they ordered and any travel charge. The template has these parts:

• Inspector. Your business name, address and phone or email, then the name and license number of the inspector who did the inspection.
• Invoice details. The invoice number, invoice date, payment terms, due date and the inspection date and time.
• Bill to (client). The client's name, address, phone or email, and the buyer's agent if there is one.
• Property. The property address, the inspection type, the property type and year built, the size, the foundation type and how the report will be delivered.
• Inspection. The base fee, described by inspection type and size band.
• Add-on services. One priced line for each extra service ordered, such as a radon test, a wood-destroying organism inspection or a sewer scope.
• Totals. The subtotal, the travel fee, a sales tax line if it applies, and the amount due.
• How to pay and notes. The payment methods you accept, with placeholders for your own details, then notes on how the fees were set, the radon results and when the report is released.

The sample bills a pre-purchase inspection of a single-family home. The 450.00 base fee and 430.00 of add-ons make a subtotal of 880.00, and a 40.00 travel fee brings the amount due to 920.00, due on the inspection day.

Give each add-on its own line with a fee, so the client can see exactly what they ordered. The sample has three:

• Radon test, continuous monitor, 48 hours: 150.00
• Wood-destroying organism inspection: 95.00
• Sewer scope, main line from the cleanout: 185.00

The section has two blank lines for anything else on your price list. A result can arrive after the inspection day. The sample's notes say the radon monitor is collected on Nov 13, 2026 and the results are sent separately, so the client knows that part of the work is still to come even though the invoice is due now.

If another company performs an add-on for you, say so on the line. Check the rules where you work for any separate license or certification an add-on service needs.

The Inspector block has a "License no." field. Whether you need a license, and what number goes there, depends on where you inspect.

In Florida, for example, the Department of Business and Professional Regulation licenses home inspectors (Florida Statutes, section 468.8314), and a person may not "practice or offer to practice home inspection services" without complying with the state's home inspector law (section 468.8319). Elsewhere, check the rules where you work.

If your company has more than one inspector, fill in the name and license number of the one who did this inspection.

When you collect the fee is your business policy. Write it in the inspection agreement and the booking confirmation, and print it on the invoice. The sample's payment terms are "Due at the inspection", with the inspection date as the due date, and its notes include sample terms: "the report is released once this invoice is settled". Replace those with your own.

• At booking. Send the invoice when the client books, with a due date before the inspection.
• At the inspection. Bring or send the invoice on the day, as the sample does.
• Before the report is released. Hold the report until the invoice is paid, and say so in the agreement.

If you let clients pay at closing, make sure the fee is owed whether or not the sale closes. In Florida, an inspector may not accept an engagement where the fee for the inspection "is contingent upon either the conclusions in the report, preestablished findings, or the close of escrow" (section 468.8319). Elsewhere, check the rules where you work.

• Re-inspection. If you return to check repairs, bill the visit on a new invoice. Reference the original inspection date and report, and charge what your price list says for a re-inspection.
• Late cancellation or a missed appointment. Charge only what your agreement or booking terms say, on its own line with a clear description, such as "Late cancellation fee".

In the Excel file, each line amount is quantity × fee, and the section subtotals, the subtotal, sales tax and amount due are formulas. The tax rate sits in its own cell. The travel fee is typed. Type over the sample lines with your own. The Inspection section has one blank line and Add-on services has two.

• No travel fee: set it to 0.00. No sales tax: set the rate to 0%. Don't delete either row, because the amount due refers to them.
• A service you didn't perform: clear its quantity and fee, and the amount goes blank.
• More add-ons than fit: insert a row above the last blank line in Add-on services and copy the amount formula into it. The section subtotal and the Subtotal should both grow to include the new row; check that they did.
• A deposit taken at booking: the template has no credit line. Insert a row above "Amount due", label it "Less: deposit received", type the amount and subtract it in the Amount due formula.

In the Word file, the amounts are typed, not calculated, so retype the line amounts and totals whenever you change a figure. The PDF is a blank form to fill in by hand.

In Billed, you can save your services and pull them into invoices, so your base fees and add-ons don't need retyping each time. Clients can pay invoices by credit card, you can record checks and other offline payments, and Billed can send a payment receipt once an invoice is paid (features, accept payments).