Free Landscaping Invoice Generator

No app, and no account for your first two documents — build them, print them, send them, nothing to sign up for. An estimate counts the same as an invoice. Once you've used those two, unlimited documents are $8.99/month and that's when you'd create an account. Your invoice contents never leave your device either way.

Tap “Send as PDF” and your phone's own share sheet opens with the finished invoice attached — pick Messages, Mail, WhatsApp, whatever you use, and the customer is already in your contacts, so there's nothing to type. “Send via SMS” sends it as a picture instead, which previews right inside the message thread. Either way the amount due, your payment instructions and your payment link travel in the message, and the file is built on your phone — it never passes through us.

Put your payment link or handle in “Get paid online” and every invoice gets a scan-to-pay code: your customer points their phone camera at it and their payment app opens, already pointed at you. Three ways in, because customers read invoices in different places — scan the code off a printed copy, tap the code itself in the PDF (a phone can't photograph its own screen, so on a phone the tap is the one that works), or tap the link in the message you sent. The money moves directly between your customer and your own payment account — we are not a payment processor, we never touch it, and we never see whether you were paid.

Your company name and license number, the customer's name and service address, itemized work (for example: Paver patio — 320 sq ft, base & polymeric sand), tax if it applies, any deposit already received, and your warranty terms. Beyond that, landscaping invoices carry a few things the generic list misses: the plant list with sizes, materials with their depths, irrigation zones you added or altered, and the term of any plant warranty with the watering the customer has to do to keep it — a plant warranty without stated watering is unenforceable. Record base depths and compaction on anything hardscape, and the location of every line you buried, because both become invisible the day the sod lands.

The callback is the plant that died over its first winter, and the argument is always whether it got watered. Write the plant list the way the nursery tags read, species with container or caliper size and count, put the install date on it, and state the warranty term right next to the watering the customer has to do to keep it. One replacement, nursery stock only, and say on the invoice that transplants, customer-supplied plants and anything fed by a controller the customer reprograms sit outside it.

The other one is settling. If you set pavers or a wall, record the base depth and the compacted lift, because a little seasonal movement is normal and a customer who was never told that reads any movement as a failed job. A line that says what normal looks like ends that phone call in a minute.

The third is water where nobody wanted it. Grading, downspouts and a new patio all move water, and the first heavy rain after your work is when anyone notices. Write down where you directed water, what you connected to, and any existing drainage problem you found and were not asked to fix. Written before the storm, that is a condition. Explained after it, it is a claim.

The dirt is the first thing missed. A wall footing or a patio excavation makes yards of spoil nobody put on the estimate, and it leaves on your trailer along with the old sod, the failed weed fabric, the rock bed you converted back to mulch and the concrete walk you broke out.

Then the second trip, for joints re-sanded after the first rain, settled corners topped off, stakes pulled and the punch walk. The private locate is real work, because 811 marks the utility side and stops there, so the irrigation main, the low-voltage lighting run, the invisible fence and the gas line to the grill are yours to find.

Bill the hardscape permit and the association submittal drawings where they apply, the heads capped and moved out of the patio footprint, and matting when the only way in crosses the lawn. Add the design itself — the measure visit, the plan and the two revisions a customer asks for before anything is dug — and the watering and check-in visits during an establishment period, which are the visits that decide whether the warranty ever gets called.

Photograph the hole before it closes. Base depth with a tape standing in the excavation, each compacted lift, the geogrid courses and the clean stone behind a wall, drain tile with its fabric on and the outlet actually daylighting.

Every buried line gets a photo and two measurements off something permanent, a house corner or a hydrant, because the sleeve under the driveway and the valve box you set to grade go invisible the day the sod lands. Keep the 811 ticket number and a picture of the paint marks.

Shoot existing damage before you start, the cracked apron and the neighbor's leaning fence, and shoot the lawn you will be driving equipment across. A year on the questions are whether the wall had drainage behind it, whether the settled corner was ever compacted, and who cut the irrigation main. A dated photo answers all three. Keep the nursery tags and the delivery receipts too — a plant warranty claim starts with proving what was planted and where it came from.

Start with a different question: is the job taxable at all? In most states, work that improves real property — a new install, a remodel, an addition — makes you the end user of the materials. You paid sales tax at the supply house and you don't add tax to the customer's invoice. Repairs and maintenance are taxable far more often, and some states treat residential and commercial work differently. If tax does apply, the rate is the one at the job's service address: only a handful of states are a single statewide rate, and everywhere else counties and cities add on top of the state share. Tap “Sales tax — is this taxable, and what’s the rate here?” under the tax field, pick your state, and we'll show you the state rate and link you straight to your revenue department's own guidance. And there's no federal sales tax — your federal tax is income and self-employment tax, which you settle with the IRS, not something you collect from a customer. When no tax applies, leave the rate at 0.