Landscaping Invoice Template
Download a landscaping invoice template to bill labor, plants, soil, mulch, irrigation, hardscape, equipment, change orders, retainage, and completed landscape work.
Create Clear Invoices for Landscaping Work
A landscaping invoice gives contractors a structured way to bill customers for completed labor, plant material, soil, mulch, irrigation, drainage, hardscape, equipment, hauling, maintenance, approved changes, retainage, and other project charges. It helps customers and general contractors understand what work was completed, how quantities were measured, and what amount is currently due.
This Landscaping Invoice Template is designed for landscape contractors, irrigation contractors, hardscape installers, maintenance companies, arborists, project managers, accounting teams, and business owners responsible for billing residential, commercial, municipal, multifamily, institutional, hospitality, and public landscape work.
What Is a Landscaping Invoice?
A landscaping invoice is a billing document issued for completed landscape work, a defined billing period, a service visit, unit-priced installation, time-and-material work, a maintenance cycle, or a final contract balance. It identifies the customer, project, billing period, work performed, quantities, rates, taxes, retainage, previous billing, payments, and amount due.
Depending on the project, the invoice may cover demolition, grading, soil preparation, trees, shrubs, perennials, sod, seed, mulch, irrigation, drainage, pavers, retaining walls, edging, lighting, fencing, equipment, hauling, establishment maintenance, plant replacements, or warranty work.
When to Use This Template
- Billing residential landscape installation
- Submitting commercial landscape progress invoices
- Billing trees, shrubs, perennials, sod, seed, soil, and mulch
- Charging for irrigation and drainage installation
- Billing pavers, retaining walls, edging, fencing, and site features
- Charging for grading, demolition, hauling, and disposal
- Billing landscape maintenance and plant-establishment work
- Charging time-and-material or unit-priced extra work
- Requesting stored-material or retainage payments
- Issuing final invoices after punch-list, replacement, and closeout work
Who Should Use This Template?
This template is suitable for landscape contractors, irrigation contractors, hardscape contractors, maintenance companies, arborists, nursery installers, grading contractors, design-build firms, project managers, operations managers, office administrators, and accounting teams.
It can be adapted for new construction, renovation, enhancement, maintenance, irrigation repair, drainage improvement, hardscape, tree work, municipal planting, commercial landscape, residential installation, and establishment-period services.
What a Landscaping Invoice Should Include
| Invoice Section | Purpose |
|---|---|
| Contractor and Customer Details | Identifies the landscape contractor, customer, project, billing contact, license information, and remittance details. |
| Invoice Information | Records the invoice number, billing period, invoice date, due date, payment terms, contract number, and purchase order. |
| Landscape Work Items | Lists planting, soil, mulch, irrigation, drainage, hardscape, equipment, maintenance, and related work. |
| Quantity and Rate Details | Shows each, square feet, linear feet, cubic yards, gallons, labor hours, equipment hours, unit rates, and extended amounts. |
| Labor Charges | Separates foreman, laborer, operator, irrigation technician, hardscape installer, arborist, maintenance, and supervision labor. |
| Materials and Equipment | Tracks plants, soil, mulch, aggregate, pipe, irrigation devices, pavers, retaining-wall units, equipment, fuel, hauling, and delivery. |
| Contract Billing | Summarizes original contract value, approved changes, previous billing, current billing, stored materials, retainage, and remaining balance. |
| Adjustments | Records taxes, deposits, discounts, credits, allowances, backcharges, and retainage release. |
| Supporting Documentation | References time sheets, delivery tickets, plant schedules, quantity records, service tickets, photos, daily logs, and change approvals. |
How to Use the Template
- Enter the landscape contractor, customer, project, billing contact, and remittance information.
- Assign a unique invoice number and confirm the billing period, invoice date, due date, and payment terms.
- List each landscape area, irrigation zone, hardscape feature, maintenance task, schedule-of-values item, or approved change separately.
- Enter quantities, units, labor hours, rates, and extended amounts.
- Separate labor, plants, soil, mulch, irrigation, drainage, hardscape, equipment, hauling, and subcontractor charges where required.
- Reference the estimate, contract, purchase order, work order, service ticket, schedule-of-values item, or change order supporting each charge.
- Record previous billing, stored materials, retainage, deposits, taxes, credits, backcharges, and payments received.
- Attach required time records, delivery tickets, plant or material invoices, quantity measurements, photos, and approved change documentation.
- Review quantities, descriptions, tax treatment, and calculations before issuing the invoice.
- Track payment, disputes, retainage, replacements, and the remaining balance until the invoice is closed.
A landscape contractor submits a monthly progress invoice for a multifamily project. The invoice bills 32 installed trees, 410 shrubs, 6,800 square feet of sod, 95 cubic yards of mulch, three completed irrigation zones, 2,100 square feet of pavers, equipment and hauling, and a 30-day establishment-maintenance period. It also includes an approved change order for added drainage, deducts prior billing, applies contract retainage, and references delivery tickets and area measurements.
Best Practices for Landscaping Invoices
- Use descriptions that match the contract scope and landscape cost codes.
- Identify the area, zone, bed, phase, plant item, irrigation zone, or hardscape feature when useful.
- Show measurable quantities for unit-priced work.
- Separate labor, plants, soil, mulch, irrigation, drainage, hardscape, equipment, and subcontractor charges.
- Reference approved change orders individually.
- Reconcile major material charges with purchase orders and delivery tickets.
- Document stored materials separately from installed work.
- Apply retainage and taxes consistently with the agreement.
- Attach required quantity records and supporting documentation before submission.
- Preserve revised, credited, disputed, and voided invoice history.
Common Landscaping Invoice Mistakes
- Using vague descriptions without areas, zones, quantities, or plant sizes
- Billing unapproved change work as base-contract work
- Omitting the purchase-order, contract, work-order, or schedule-of-values reference
- Failing to separate previous billing from current billing
- Applying the wrong retainage percentage
- Billing stored plants or materials without required documentation
- Failing to deduct credits, rejected materials, deposits, or prior payments
- Using inconsistent tax treatment for labor, plants, materials, equipment, and maintenance
- Submitting equipment, overtime, hauling, or disposal charges without authorization
- Closing the invoice before payment, retainage, and replacement obligations are reconciled
Frequently Asked Questions
What should be included on a landscaping invoice?
Include contractor and customer details, project information, invoice dates, payment terms, work descriptions, quantities, units, rates, taxes, retainage, previous billing, payments, and the current balance due.
What units are commonly used for landscape billing?
Common units include each tree or shrub, square feet of planting bed, sod, seed, or pavers, linear feet of pipe or edging, cubic yards of soil or mulch, labor hours, equipment hours, and lump-sum amounts.
Can this template support progress billing?
Yes. Track the original schedule-of-values amount, previous billing, current completion, stored materials where permitted, retainage, and remaining balance for each billing item.
How should plant materials be billed?
List plant materials by approved item, species or item code, size, quantity, contract rate, installed status, delivery status, and any approved replacement or substitution.
How should irrigation work be billed?
Bill irrigation by approved scope or measurable units such as linear feet of pipe, valves, heads, controllers, sleeves, zones completed, testing, startup, or lump-sum schedule-of-values items.
Can maintenance and establishment work be invoiced separately?
Yes. List watering, mowing, pruning, weeding, fertilization, irrigation adjustment, inspection, replacement, or warranty work by billing period or service cycle.
What backup may be required?
Supporting records may include time sheets, delivery tickets, supplier invoices, plant schedules, quantity measurements, service tickets, daily logs, photos, approved change orders, and lien waivers.
When should a final landscaping invoice be issued?
Issue the final invoice after the billable scope, testing, startup, cleanup, punch-list work, approved replacements, closeout documents, approved changes, and contractual billing conditions are complete.
Keep Landscaping Billing Clear and Traceable
A structured landscaping invoice helps contractors bill completed work accurately, document installed quantities, track approved changes, manage retainage, and maintain consistent project records.
SimplySub can help landscaping subcontractors organize customers, jobs, invoices, estimates, change orders, purchase orders, documents, and job-cost information within one workflow.