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Creating polished, professional, and comprehensive invoices is a crucial aspect of running a successful landscaping business. Most importantly and most obviously, invoices are your primary means of requesting payment. But a well-crafted invoice also reflects your professionalism and attention to detail. The right invoice will ensure not only that you get paid promptly but will also help cement good customer relationships and set expectations for future interactions. Here’s what you need to know to create professional-looking, complete landscaping invoices that will streamline your billing process and elevate the image of your landscaping business.

Why Landscaping Businesses Should Use Professional Invoices

Having a professional-looking invoice is important for any landscaping business; the right invoice will help you look more credible, establish trust with your clients, and even help you get paid faster. A clearly organized invoice with clear details and payment terms will eliminate confusion over pricing and give customers a better understanding of the services they are being billed for. Plus, the right invoice will ensure that your landscaping business is taken seriously by your clients and competitors alike, helping you stand out in a crowded field.

Methods to Make a Landscaping Invoice – Software and Tools

There are a few different ways to go about creating a landscaping invoice. There’s the old-fashioned pen-and-paper process, but that is time-consuming, sloppy, difficult to organize, and makes record-keeping a major challenge. Fortunately, there are other methods that make creating invoices easier.

One way is to create an editable document using accounting software such as QuickBooks. The benefit of this approach is that you can customize the document however you prefer, making it easier to record data and the services provided. Another method is to use landscape invoicing software. These programs are designed specifically for landscapers, which makes them an excellent option for creating invoices. They’ll have features built in such as price estimation, inventory tracking, recurring payment options, and other landscape business-specific features that will make managing your accounts and finances easier.

Things to Include in Your Landscaping Invoice

Creating a comprehensive landscaping invoice means including all of the relevant information your customer needs to see to understand the payment process. Here’s what you should include:

  • Business name and contact information: This should go without saying, but include your correct business name and contact information and make sure that it is prominently featured and easy to find on the invoice
  • Customer name and contact information: Include the name of your customer and their contact information including address, phone number, and/or email address
  • Invoice date and payment due date: Make sure to note when the invoice was created and when it is due for payment, including any potential late fees or interest charges
  • Accepted payment methods and payment instructions: List all payment methods you accept – cash, check, credit cards, and even online payment services like PayPal or Apple Pay; be sure to provide clear instructions on how to pay via each method you accept
  • Invoice number: Give each invoice a unique number for your records so that your customers can easily reference specific invoices if necessary
  • Services provided: Include a detailed, specific list of services provided so that it is clear what the customer is being asked to pay for with this invoice
  • Rate for services: If the invoice includes labor costs, clearly indicate the hourly or flat fee you are charging along with the hours worked
  • Applicable taxes: Include any taxes that will need to be paid by the customer
  • Subtotal and total: Include a subtotal of all services provided as well as a total after taxes and fees are applicable
  • Payment terms: Clearly state your expected payment terms, including interest or fees for late payments, cancellation policies, etc.
  • Any other policies: If your landscaping business has additional policies such as discounts, referrals, or guarantees, it’s a good idea to include them on the invoice as well.

Including all of these items ensures that your customers will have all of the information they need to understand the payment they owe and pave the way for a smooth transaction.

Landscaping Invoice Example:

Color Invoice Example blurred

When to Send a Landscaping Invoice to Your Customers

Making sure your customers pay on time is essential to the ongoing health of your business. It can be hard to keep track of when invoices are due and to follow up with customers, but there are ways to smooth the process and keep those payments coming in. Start by creating and sending invoices as soon as possible after service. This helps ensure that your work is top-of-mind and that customers understand what they owe and when it is due. Offering multiple ways to pay will also increase the likelihood that you’ll get paid promptly. When it comes to overdue payments, don’t hesitate to reach out to delinquent customers – resend the invoice and follow up with a phone call, email, or text as payment reminders.

More Landscape Invoicing Tips and Strategies

Here are a few more suggestions to help make your landscape business invoices the best they can be!

List the services you provided, as well as the corresponding prices

Include a detailed list of all the landscaping services you provided along with their hourly prices and materials costs so that the customer can see exactly what was done.

Include any professional landscaping recommendations

Do you have some recommendations to share with your customer about how to properly care for their new landscaping? Include those professional tips as well.

Use a timesheet

Keeping an accurate tabulation of your hourly prices is essential. Be sure to use a timesheet to track those labor hours so that you can correctly calculate those costs.

Be flexible on payment methods

Offer multiple payment options so that your customers have a choice of methods to pay you, and include clear payment instructions for each one. You’re less likely to experience late or overdue payments and get paid promptly when customers can choose the payment method they’re most comfortable with.

Always include a payment due date

Avoid late payments by always including a due date! This might seem obvious, but it is important. Without a due date, customers might set your invoice aside and simply pay at their convenience – or they might forget to pay entirely.

Make better, accurate estimates

When you start with an in-depth, accurate estimate, the final invoice won’t come as an unwelcome surprise. Accurate estimating shows customers what they will receive and sets expectations from the outset. Using estimating software designed for landscapers can help with this while also saving time and effort.

Make it easy for clients to pay you

Avoid overdue and missed payments by meeting your customers where they are – do they want to write a check? Great. Pay in cash? No problem. Pay via credit card on your website? Sounds great. The easier you make it for clients to pay you, the more likely they are to pay promptly. 

What are some common mistakes to avoid when creating a landscaping invoice?

man use phone to scan barcode or QR codes to pay credit card bill after receiving document invoice online. payment, receive, paying electricity, digital payments without money, technology, scanningCreating a landscaping invoice is a crucial step in ensuring timely payments and maintaining a professional image for your business. However, there are common pitfalls many landscapers encounter that can lead to misunderstandings, delayed payments, or even damage to client relationships. Being aware of these mistakes can help you create more effective and clear invoices. Here are some key errors to avoid:

  1. Lack of detail: One of the most frequent mistakes is not providing enough detail about the services rendered. Your invoice should clearly itemize each service provided along with a brief description. For instance, rather than simply stating “garden maintenance,” specify the tasks performed such as “lawn mowing, hedge trimming, and leaf removal.” This clarity helps clients understand exactly what they’re being charged for, reducing the chances of disputes.
  2. Forgetting to include contact information: Both your business’s and the client’s contact information should be prominently displayed on the invoice. This includes names, addresses, phone numbers, and email addresses. Omitting these details can make it difficult for clients to contact you with questions or send payment promptly.
  3. Not specifying payment terms: Failing to specify payment terms, such as the due date and acceptable payment methods, can lead to delays. Clearly state when the payment is due—“Due upon receipt,” “Net 30,” etc.—and how you accept payment, whether by check, credit card, bank transfer, or online payment platforms.
  4. Incorrect or no invoice number: Every invoice should have a unique invoice number for easy tracking and reference. Skipping this step or using a confusing numbering system can complicate your bookkeeping and make it harder to follow up on unpaid invoices.
  5. Math errors: Simple mathematical errors can lead to undercharging or overcharging clients. Double-check all sums, including service costs, taxes, discounts, and the total amount due, to ensure accuracy. Such mistakes can significantly impact your professionalism and trustworthiness.
  6. Leaving out late fees or cancellation policies: If your business charges late fees or has a cancellation policy, these should be noted on the invoice. However, it’s crucial that these policies are communicated and agreed upon before services are rendered to avoid any surprises or disputes.
  7. Ignoring the invoice design: A cluttered or hard-to-read invoice can frustrate clients and slow down the payment process. Use a clean, professional design with a logical layout that makes it easy to find every piece of information. Consider using invoicing software or templates to achieve a polished look.
  8. Failure to follow up: Not following up on unpaid invoices is a common oversight. Always monitor your invoices and send reminders or follow-up messages if a payment is late. Prompt follow-up demonstrates professionalism and helps maintain cash flow.

By avoiding these common mistakes, you can create clear, professional invoices that facilitate timely payments and contribute to a positive client experience. Remember, the goal of your invoice is not just to request payment but to also reinforce the value and professionalism of your landscaping services.

Grow Your Business with RealGreen’s Landscape Invoicing Software

RealGreen’s landscaping software offers an easy, effective solution to create professional invoices – and so much more, from marketing to payments and everything in between. Find out more about how RealGreen’s suite of solutions can help your landscaping business thrive and schedule a free demo today!

FAQs

Why is it important to create professional invoices for landscaping services?

Professional invoices not only ensure you get paid for your services but also help in maintaining a positive relationship with your clients. They serve as a record of the work done and the payment expected, highlighting your professionalism and attention to detail.

What basic elements should every landscaping invoice include?

Every landscaping invoice should include basic elements such as your business name and contact information, client’s contact details, a clear invoice number, the date of the invoice, a detailed description of the services provided with prices, the total amount due, payment terms, and payment method instructions.

How can I make my landscaping invoices look more professional?

To make your invoices look more professional, consider using a template that aligns with your brand, including your logo, and keeping the layout clean and easy to read. Also, ensure all the information provided is accurate and presented in a logical order.

Should I send my landscaping invoices via email or traditional mail?

The method of sending your invoices depends on your client’s preferences and your business operations. Email is faster and more environmentally friendly, while traditional mail might be preferred by some clients. Ask your clients for their preferences to ensure they receive your invoices in a timely manner.

How detailed should the service description be on a landscaping invoice?

The service description should be detailed enough to clearly communicate what was done without overwhelming the client with unnecessary information. Include the type of service (e.g., lawn maintenance, tree trimming), the scope of work, and any specific details that justify the cost.

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Shayla Spradley

Shayla Spradley

Shayla started at WorkWave in the marketing department in August 2022. As Senior Product Marketing Manager for RealGreen by WorkWave, Shayla spends her days researching the lawn and landscape industry, strategizing go-to-market efforts, and building relationships with customers to better serve and communicate.