Landscaping Invoice Template

A landscaping invoice asks the client to pay for a landscape job you've finished: site preparation, hardscape, plants and materials, irrigation and labor, with any disposal fee and any deposit already paid. It's the bill that follows the estimate.

Each stage has its own document:

• Before the work: the landscaping estimate prices the project from the design plan and proposes a deposit.
• After the work: this invoice bills what you actually installed.
• After payment: a payment receipt confirms payment of a specific invoice.

For recurring mowing and maintenance visits rather than a one-off project, use the lawn care invoice, which pairs with the lawn care estimate. In Billed's estimating software, you can convert an approved estimate into an invoice instead of retyping it.

Bill against the work the client approved, section by section and with the same lines, so they can compare the invoice with the estimate. The invoice's "Work order no." is your job reference, and the estimate has its own number (LS-4102 in the sample), so add the estimate number to the job notes if you want the client to match the two documents by number. The sample's lines match its estimate except for one change, which the first job note explains: "Work completed as agreed under work order WO-4102 (16,094.00), plus 1 cu yd of hardwood mulch added at the client's request at the final walkthrough (58.00)." The mulch line reads 7 cubic yards instead of the estimate's 6, which is why the total is 16,152.00 rather than 16,094.00 (16,094.00 + 58.00).

When the job differs from the estimate, show the difference the same way:

• Plants and materials. Bill the plants, sizes and quantities you actually planted. If a plant was substituted, name the replacement and its container size.
• Added work. Bill extra work the client asked for on its own line or as a changed quantity, and name the request and its date in the job notes.
• Labor. Bill the hours worked at the rate you quoted.

Enter the deposit the client already paid on "Less: deposit received", and say in the job notes when it was received, as the sample does. The amount due is the total less that deposit. The sample's deposit is the estimate's proposed 10%, as a placeholder.

Deposit limits can apply to landscape work. In California, the Contractors State License Board's guidance on landscaping projects tells homeowners never to pay more than 10% down or $1,000, whichever is less, unless the contractor has a blanket performance and payment bond on file with CSLB (CSLB: Gardener or landscaping contractor). On the sample's 16,152.00 total, that guidance would mean no more than $1,000, less than the sample's deposit. Elsewhere, check the rules where you work.

The template has no warranty line. If you offer a plant warranty or a workmanship warranty, add its length, what it covers and what the client must do, such as watering as instructed, to the job notes.

Print the payment terms and due date on every invoice, as the sample does with "Net 15" and Dec 19, 2026. Charge a late fee only if the client agreed to it in advance, and check the rules where you work first. Lien and prompt-payment rules are set where the job is, so check them before the work starts if you may need to rely on them.

1. Enter your business details and license number, the invoice number and date, the payment terms, the due date and the work order number.
2. Enter the client, the property address, the work dates, the project area and the design plan.
3. List what you installed in each section: site preparation, hardscape, plants and materials by container size and quantity, irrigation and labor hours.
4. Enter the green-waste disposal fee, or 0.00, and the deposit received, if any. Set the sales tax rate if tax applies.
5. Edit the job notes to explain any change from the agreed work, and the payment details, then send the invoice and keep a copy.

In the Excel file, each line amount is Qty × Unit price, and the section subtotals, the subtotal, the sales tax, the total and the amount due are formulas. The tax rate sits in its own cell, starting at 0%, and applies to the subtotal of work and materials. You type the disposal fee and the deposit. To leave out the tax, set its rate to 0%; to leave out the disposal fee or the deposit, set it to 0.00. Don't delete those rows, because the totals refer to them. Each section has one blank row; to add more lines, insert a row above that blank row and copy the amount formula into it, then check that the section subtotal and the subtotal include it. In Word or on the PDF, work out the amounts and enter them.