Plumbing invoice template
A plumber invoice should show the call-out or emergency rate, labour time, each part and any disposal charge, with your licence or Gas Safe number for gas work. Download the free Excel template; it totals tax, deposits and any CIS deduction. Then keep merchant receipts and invoices together for your accountant.
On this page
What to put on a plumber invoice
- Your business details and licence number, or Gas Safe registration number for gas work in the UK.
- The customer, property address and date of the visit.
- Call-out charge, and whether an out-of-hours or emergency rate applied.
- Labour time and rate, with the fault found and the work done.
- Parts itemised: valves, pipe and fittings, water heaters or boilers with model numbers.
- Disposal of old appliances, and any guarantee on parts or labour.
- Tax, deposit paid, amount due and payment details.
Create it online or in Excel
FigureLane’s free invoice generator makes a PDF with your lines, tax and any deposit deducted, and saves it in Income with your receipts. It counts in your reports once you mark it paid.
Prefer a spreadsheet, or need a CIS deduction shown? Download the Excel template above and fill the yellow cells; it works out the amount due.
Example plumber invoice
A fictional job, in US dollars before tax. The template’s first sheet holds this example; the second is blank for your own invoice.
| Item | Amount |
|---|---|
| Emergency call-out, out of hours (call-out): 1 visit × 120.00 | 120.00 |
| Locate and repair leak under kitchen floor (labour): 2.5 hours × 70.00 | 175.00 |
| Pressure-reducing valve (materials): 1 each × 58.00 | 58.00 |
| 15 mm copper pipe and fittings (materials): 1 lot × 34.50 | 34.50 |
| Remove and dispose of old water heater (disposal): 1 each × 45.00 | 45.00 |
| Subtotal | 432.50 |
| Amount due | 432.50 |
Bookkeeping for plumbers: what to keep
- Merchant and supplier purchases: pipe, fittings and parts, including van stock you restock each week.
- Equipment: drain cameras, pressing tools and their repairs.
- Registration and insurance: Gas Safe or licence fees, liability cover.
- Van and travel: fuel, servicing, tolls and parking.
- Disposal costs: tip or waste-carrier charges for old appliances, which you can recharge to customers.
Subcontractors, CIS and 1099s
- UK, working for a contractor: under the Construction Industry Scheme the contractor deducts 20% from your labour if you are registered, 30% if not, or nothing with gross payment status. Materials you bought, VAT, plant hire and fuel are left out of that calculation. The template works out the deduction on labour and call-out lines only.
- UK, working for a homeowner: homeowners are not CIS contractors, so leave the CIS rate at 0%.
- UK reverse charge: if you are VAT-registered and invoice a VAT- and CIS-registered business that is not the end user, the domestic reverse charge usually applies. Set the tax rate to 0% and state that the customer accounts for the VAT.
- US, paying subcontractors: for 2026 payments, the IRS asks for a Form 1099-NEC when you pay a nonemployee $2,000 or more, filed and sent by 31 January. Collect a W-9 before the first payment.
- Keep each CIS statement or 1099 with the invoices it covers, and check your own position with your accountant.
A ten-minute monthly routine
- Forward emailed receipts and supplier invoices to your FigureLane collection address as they arrive.
- Photograph paper receipts on the day and upload them.
- Mark invoices paid when the money lands.
- At month end, check each figure against its original, then download an Excel or PDF report and a ZIP of originals for your accountant.
Common questions
Should a plumber charge for a call-out separately?
Showing the call-out on its own line makes the charge clear when a job turns out to be quick, and keeps it separate from the hourly labour.
How should I invoice parts from my van stock?
List each part with its price. Keep the merchant receipt from when you bought the stock, so your accountant can see the cost behind the charge.
Can I use FigureLane’s invoice generator instead of Excel?
Yes: it creates a PDF with your line items, one tax rate and any deposit already paid, and saves it in Income until you mark it paid. Use the Excel template if a contractor needs a CIS deduction shown.
Is this plumber invoice template free?
Yes. Download and reuse it without an account. FigureLane’s invoice generator and 10 document uploads are also free to try, with no card.