Free Landscaping Invoice Template (PDF Generator)
Bill bulk materials by the cubic yard, plants by count and container size, sod and pavers by the square foot, and maintenance by the visit — with the tax split your state expects.
- Real PDF download, not a print dialog
- Fillable PDF, Word and Excel templates too
- Saves in your browser — nothing uploaded
- Works on your phone in the driveway
Build your invoice
Saved in this browser only — nothing is uploaded.
- Terms
- Due on receipt
| Description | Qty | Unit | Rate | Amount |
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A landscaping invoice is really two different documents: the one-time install with materials the customer can measure, and the recurring maintenance bill for visits they may not have watched. Both get argued over the same things — how many yards were really spread, whether the plant that died is covered, and why tax was charged on mowing. The generator below starts with a real spring cleanup and bed renovation — mulch and topsoil by the cubic yard, shrubs by the 3-gallon pot, dump fee and delivery as their own lines — so you edit numbers instead of inventing a layout. Download the PDF, or start blank in the generic contractor invoice generator.
How to create a landscaping invoice
- Add your business details
Company details, logo and the irrigation or applicator license number where your state requires it on paperwork.
- Enter the customer and the property
Name, contact details and the property address — on a maintenance route the property is the job.
- Set the invoice number, date and terms
The number is prefilled and increments after each download; pick the terms and the due date fills itself. For maintenance, put the service period or visit dates in the job line.
- Bill bulk materials by the cubic yard with depth and coverage
Mulch, topsoil and stone as rows with the yards, the depth and the approximate square feet covered in the details, so the customer can pace the bed.
- Add plants by count and size, sod and hardscape by the square foot
One row per variety with container size and count; sod and pavers by the square foot, supply and install as separate rows; delivery and dump fees on their own lines.
- Set the tax split and the plant warranty
Tick Taxable on the lines your state taxes (New York taxes a cleanup but not a new planting bed; Texas taxes both) and put the plant warranty term, condition and limit in the notes.
- Download the PDF and send it
Download and text or email it from the truck; the number bumps for the next stop.
What to include on a landscaping invoice
What should a landscaping invoice include?
The trade-specific part is units. Landscaping bills in more of them than almost any trade — cubic yards, square feet, linear feet, plants by pot size, hours, visits — and an invoice that flattens them into 'landscaping — $2,200' gets the 'what am I paying for?' call. Bill in the unit you bought in, and add the conversion the customer can check.
Two lines that are specific to this trade. First, the plant warranty: put the term, the condition (watered per the care sheet) and the limit (one replacement, plant only) in the notes, because a warranty that lives in a conversation is a warranty with no limit. Second, for maintenance customers, the service dates — a monthly bill for four visits should list four dates. The sample invoice shows both.
How do landscapers bill — per visit, flat monthly, or per project?
Three models, and most landscapers run all three at once. Per visit is the simplest for mowing and cleanups: a price per visit, visits listed by date, billed monthly in arrears. Flat monthly spreads a season's work — mowing, edging, pruning, a fertilization program, spring and fall cleanups — across even payments, which smooths your cash flow and the customer's budget but needs a contract that says what a month includes and what happens if they cancel in July. Per project is installs: a signed estimate, a deposit that covers the plants and materials, and a final invoice with the actual quantities.
The invoice should say which model it is under. A per-visit bill lists the dates; a flat-monthly bill references the contract and the month; a project invoice references the estimate number and shows the deposit as a payment received. Terms differ too — maintenance on autopay is effectively due on receipt, property managers ask for net 30, installs are due on completion; the net 30 vs due on receipt post covers which to use, and the late fee calculator works out what an overdue commercial month costs.
Do landscapers charge sales tax? (It depends on the state — and the job)
More than in most trades. Landscaping sits on the line between a taxable service and a tax-exempt improvement to real property, and states draw that line differently. Two examples from the states' own bulletins:
- Texas taxes the service. Landscaping and lawn and plant care — planting, transplanting and removing plants, mowing, trimming and edging, fertilizing and watering, pruning and spraying, maintaining flower gardens — are taxable, and state plus local tax is collected on the total charge. Nontaxable charges must be separately stated, or the whole bill is presumed taxable if the taxable part exceeds 5 percent. Materials that transfer to the customer (plants, fertilizer, edging) can be bought with a resale certificate, and there is an exemption for landscaping bought by a builder as part of a new residence (Texas Comptroller, pub. 94-112).
- New York taxes the maintenance but not the improvement. Work that is a capital improvement — installing a new lawn, planting shrubs and trees, building retaining walls, installing permanent ponds — is not taxed to the customer, who gives the landscaper Form ST-124. Mowing, hedge and tree trimming, reseeding and sprinkler repairs are taxable services. Either way the landscaper pays tax on the materials it buys (NY Tax Bulletin ST-505).
How do you invoice mulch, soil, plants and sod so the quantities hold up?
Put the math on the line. A cubic yard is 27 cubic feet, so at 3 inches deep it covers about 108 square feet; at 2 inches, about 162. The sample line reads '4 cu yd — 3 in. over approx. 430 sq ft', which ends the 'I only see three yards' conversation because the customer can pace the bed. Do the same for topsoil and gravel; if you bought bags, say how many and what size.
Sod is the trap. Pallets are not a fixed size: Sod Solutions, a licensor of turfgrass varieties, lists slab pallets sold as 400, 450 and 500 square feet, mini-roll pallets in the same range, and large-roll pallets of 500 to 700 square feet, with the actual footage varying by farm, harvesting method and grass type (Sod Solutions). So bill sod by the square foot you installed, note the approximate pallet count for the customer's reference, and never let 'two pallets' be the unit on the invoice.
Plants are billed by count and size, and the size is what the warranty refers to: '12 × 3-gal boxwood', one growing season, replacement plant only, watered per the care sheet you left. A dead plant with that paperwork is a replacement; without it, an argument — and when the argument comes anyway, the escalation playbook covers the demand letter and small-claims path.
Does irrigation work need a license number on the invoice?
In some states, yes, by rule. Texas requires anyone who sells, designs, installs, maintains, alters, repairs, services or inspects an irrigation system to hold a TCEQ license (TCEQ), and its rules go further than the license itself: every written estimate, proposal, bid and invoice for irrigation installation or repair must carry the irrigator's name, license number, business address and phone number plus a statement that irrigation in Texas is regulated by the TCEQ, with the agency's address and website (30 TAC 344.71). Other states license irrigation under plumbing, landscape-contractor or backflow rules, or not at all; check yours and put the number on the document — the generator's license field prints in the header.
FAQ
How do I invoice a monthly maintenance customer?
Bill monthly with the service dates listed — 'May: 4 mowing visits (5/2, 5/9, 5/16, 5/23)' — at the per-visit or flat-monthly price in the agreement, and reference the agreement on the invoice. Dates are what turn a recurring bill from a number into a record.
What unit should I use for mulch, topsoil and gravel?
Cubic yards, with the depth and approximate coverage in the description. A cubic yard is 27 cubic feet, so at 3 inches deep it covers roughly 108 square feet. Writing '4 cu yd — 3 in. over approx. 430 sq ft' lets the customer check the yardage against the bed.
How many square feet is a pallet of sod?
It varies by farm and grass type — slab and mini-roll pallets are commonly sold as 400, 450 or 500 square feet, and large-roll pallets run 500 to 700. Because of that, invoice sod by the square foot installed and mention the pallet count only as a reference.
Do I charge sales tax on lawn care and landscaping?
It depends on the state. Texas taxes landscaping and lawn-care services on the total charge. New York does not tax capital improvements like a new lawn or planting bed (the customer gives you Form ST-124) but does tax mowing, trimming and reseeding. Many states fall somewhere between. Check your state's department of revenue and state taxable and nontaxable lines separately.
Should dump fees and delivery be separate lines?
Yes. Green-waste disposal and bulk-material delivery are real costs the customer never sees happen, so a separate line explains them. It also keeps your per-yard and per-plant prices comparable from job to job.
What should a plant warranty on the invoice say?
The term (commonly one growing season), the condition (watered per the care sheet you left), and the limit (one replacement, plant only, labor not included). Tie it to the count and container size on the line so there is no question about which plants it covers.
Do I need my irrigation license number on the invoice?
In Texas, yes: state rules require the irrigator's name, license number, address and phone plus a TCEQ regulatory statement on every estimate, proposal, bid and invoice for irrigation work. Other states license irrigation under different rules or not at all — check yours, and put the number on the document regardless.
More free contractor tools
Keep reading
- Generic contractor invoice generatorThe same generator without the landscaping preset.
- Free landscaping estimate templateQuote the install by the yard, the square foot and the plant, then convert the signed estimate into this invoice.
- TrustPro CRM for landscapersEstimates, invoices, online payment, automatic reminders and customer vetting for landscaping companies.
- Net 30 vs due on receipt: which should a contractor use?Terms by customer type — residential maintenance, commercial accounts and installs.
- Invoice late fee calculatorWhat an overdue commercial account actually costs, from your rate and the days past due.
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