Plumbing Invoice Template: Free PDF Download

To help contractors produce accurate invoices when billing for plumbing work, we’re offering a free plumbing invoice template. 

To get your free template, fill out our form (to the right on desktop, or above on mobile) and we’ll email it to you straight away.

What’s Included in the Plumbing Invoice Template

Our printable blank invoice template includes all essential fields for your team to fill in: 

1. Invoice Information

• Invoice number

• Invoice date

• Due date

2. General Contact Information

• Your company name, address, and phone number

• Client’s contact details

3. Invoice Details

• Description of plumbing services and materials for plumbing work carried out

• Number of hours worked

• Itemized pricing information including hourly rate

• Subtotal, sales tax, discount, and total amount due

4. Sign Off & Terms

• Signature and date fields for customer and technician

• Payment terms

You can also use our free Invoice Generator Tool, which includes the same fields as our PDF template and lets plumbing techs create, save, and email invoices directly from their mobile devices. 

The Hidden Costs of Using PDF Invoice Templates

Consider this familiar scenario: A plumbing technician assesses a leaking pipe and quotes the customer $250 for the repair. However, once they begin the job, they realize the pipe is corroded beyond repair, and the shutoff valve also needs replacing. This increases the total cost to $320.

This new price needs to be documented and signed off by the customer and updated in the office system. But their invoice form is just static text — it can’t capture price changes, additional work or be shared with the office. Instead, they:

• Write a note of the new price on the paper invoice (which may be difficult to read)

• Explain the new price to the customer but fail to get this signed off

• Send a text or email to the office, hoping it doesn’t get lost and that they can match it up with the rest of the customer’s paperwork

Later, the office realizes that the invoice doesn’t match the initial quote stored in their system. The customer disputes the charge, claiming they never approved the additional repairs. The plumbing company either has to absorb the difference or risk upsetting the client.

For some small businesses, using a free sample invoice form or invoice generator tool helps them to organize invoice information. But, as we’ve just illustrated, their limitations can cause inefficiencies, miscommunication, and costly errors.

The Drawbacks of PDF Plumbing Invoice Templates & Free Tools

1. Static & Inflexible → No Real-Time Updates or Documented Approvals

   • A PDF invoice is just a digital piece of paper — it doesn’t update in real-time, track changes to work orders or prices, or flag signature approvals. 

   • If a technician makes a change to an invoice, it won’t be reflected across other parts of the workflow.

2. No Multimedia Support → Disorganized Documentation & Missing Information

   • PDFs are text-only and cannot include photos or videos (for example, of equipment installed).

   • Contractors must store media separately, increasing the risk of losing valuable documentation.

3. Lack of Integration → Laborious Manual Work & Potential Errors

   • PDFs don’t automatically sync with pricebooks, CRM, or the accounting software you use to run your business.

   • Invoice details must be manually transferred to your accounting system, wasting time and increasing the likelihood of errors.

4. Disorganized Communication → Costly Delays in Billing & Payment Collection

   • Sharing invoice information via texts, emails, and phone calls is inefficient and error-prone.

   • Miscommunication can result in delays in issuing invoices and collecting payment, incorrect invoices, and payment disputes.

5. Inefficient Tracking System → Failure to Follow Up on Unpaid Invoices

   • Unintegrated PDFs and free tools mean you have to manually track and follow up on unpaid bills.

   • Unless a dedicated person keeps on top of this (which is labor-intensive), payments will be delayed and may even slip through the net entirely.

6. Using Different Tools → Time-Consuming & More Costly

   • Using service invoice templates, invoice generator tools, or even separate invoicing software is disjointed and takes more time.

   • Having your team work from disparate tools instead of a software solution that manages the entire process quickly and efficiently can be more expensive.

Why Settle for Outdated PDFs or Tools? ServiceTitan Solves These Pain Points

It might be tempting to use Microsoft Word, Excel, Google Docs, or Google Sheets to create plumbing service invoices. But invoicing using PDF templates or even invoice generator tools is like using a typewriter instead of a laptop — it works to a point, but it’s laborious, inflexible, and can’t be integrated with other business processes.

In the next section, we’ll explain how ServiceTitan’s plumbing contractor software optimizes the invoicing process, making invoicing a driving force for growth, efficiency, and revenue generation rather than a source of costly mistakes.

How ServiceTitan Optimizes the Entire Plumbing Invoicing Process

Because ServiceTitan software integrates and automates all of the essential aspects of plumbing invoicing (such as customer information, job orders, estimates, and pricebooks), creating accurate invoices is a seamless process.

Here’s how it works:

Create Accurate Invoices in Real-Time

ServiceTitan automatically fills in certain fields (invoice number, type, terms, invoice date, payroll date, number of hours worked, subtotal, tax zone, membership discounts), ensuring that the right variables are used for calculating every invoice total, whether you’re working in the field or the office.

Key Invoicing Features 

• Generate invoices in the field with our mobile app: Plumbers can create and customize accurate, professional invoices with payment terms and PO numbers that can be texted or emailed to customers on the spot. The invoice is also printable for shops that don’t want to go paperless.

• Real-time invoice approval: All data is instantaneously available to users, so plumbing business owners can observe their techs’ invoice creation in real-time and sign off the final invoice remotely. 

• Request for signatures: Prompts the tech and customer to provide signatures for work and payment authorization, minimizing the potential for disagreements once the invoice has been delivered. 

• Photos & videos: Provide a record of the plumbing work carried out by including labeled photos or videos, for example, the “before and after” of a plumbing repair or installation.

• Accessible customer information: All customer details are available with the click of a button. This is especially useful for commercial accounts where the tech can instantaneously send an invoice to a landlord, a property manager, and/or a tenant all at once, and know that each has been assigned the correct PO number, too.

• Upselling opportunities: Optional fields let you add service suggestions, warranty information, membership promotions, etc. This prompts plumbing techs to offer additional services on the spot to maximize revenue. 

• Reputation management: Include automated review requests on all invoices to ensure you receive customer feedback. These can be delivered by text or email immediately after the tech marks the job as complete on their mobile app. 

• Automatic central invoice storage: Invoices are automatically stored in the customer database alongside everything else that relates to that customer (job history, estimates, warranty details, notes, etc) so no important details are lost.

Offer Flexible Instant Payment Options 

With ServiceTitan, plumbing techs can offer customers multiple options for accepting payment so you can be paid swiftly.

• Self-serve customer portal: Customers can view job history, access invoices, and make payments online, reducing demands on your team.

• Mobile tech deposit: Techs can take a picture of a check and deposit it instantly via the mobile app.

• Credit card payments: Accept credit cards on the spot using a Bluetooth card reader.

• Google Pay™ and Apple Pay® integration: Provide fast, secure payment options.

• Financing: Customers can apply during the estimate. If approved, payment is automatically taken care of.

Integration with Accounting Software

For the many plumbing contractors that use QuickBooks, ServiceTitan’s QuickBooks integration means that all transactions (such as purchase orders and invoices), including those carried out in the field, are instantly captured and exported to your QuickBooks account, with no manual re-entry needed.

ServiceTitan also integrates with Sage Intacct and various other accounting software platforms. 

Track & Follow Up on Unpaid Invoices Quickly & Efficiently

While ServiceTitan lets you collect payments instantly, there will always be some invoices that are not paid promptly. 

ServiceTitan helps you track unpaid invoices and chase payment at the appropriate time via the Accounts Receivable Summary Report. 

This shows all the invoices that are yet to be paid and includes fields such as:

• Customer name and phone number

• The outstanding balance

• The outstanding balance for different timeframes:

  • Less than or equal to 30 days

  • For 31–60 days

  • For 61–90 days

  • And so on

You can filter this information and bulk-send reminders to customers with outstanding balances, for example, for more than 30 days. Simply select your target audience, craft the email, and send it out. 

Using this report ensures that emails are sent to the correct customer and saves a huge amount of time if you were to track and chase each customer individually.

Easily Manage Your Invoicing Process with ServiceTitan

Cash flow is vital to keeping your business operating profitably, and when invoicing isn’t properly executed, it can seriously harm a company’s bottom line.

While using a free download or tool to create your plumbing invoices is a good starting point, using top-notch software like ServiceTitan helps plumbing businesses: 

• Create accurate invoices in the field

• Get paid on time

• Improve communication between you, your team, and your customers

• Avoid disputes

• Ensure healthy cash flow and credit lines