Landscaper invoice wording and payment terms

Copy-and-paste blocks

• Payment terms

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  Payment is due within 15 days of the invoice date. We accept ACH transfer, card and check. Please include the invoice number with your payment.

• Description line

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  Monthly grounds maintenance — four visits, mulch refresh to front beds. Either a recurring per-visit maintenance charge or a one-off project priced by crew hours plus materials and disposal — itemized below.

• Late payment

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  Balances unpaid after the due date may be subject to a late fee as permitted by state law and as set out in our agreement. We will always contact you before applying one.

• Deposit and scheduling

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  A deposit is required to schedule the work and to cover materials. The balance is due on completion. Deposits are applied to the final invoice and shown as a credit line.

• Warranty

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  Our workmanship is warranted for 12 months from the date of completion. Manufacturer warranties on supplied materials apply in addition and are passed through to you in full.

• License and insurance

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  Licensed and insured. Your business license, and your pesticide applicator license if you apply any treatments available on request and shown on this invoice where applicable.

Getting the terms to stick

Maintenance customers who pay by card on file almost never go late. For check payers, a statement on the first of the month plus a text at day 21 clears most of it.

Terms only bind if the customer agreed to them before the work, so put them in the estimate or contract as well as on the invoice. Late fees and finance charges are regulated at state level, so check what your state allows before you set a rate.

Common questions

Should I invoice per visit or monthly?

Monthly, with the visit dates listed. Fewer invoices, fewer missed payments, and the customer can see exactly what they got.

How do I charge for hauling debris away?

As its own line with the volume or number of loads. Dump fees are a real cost and customers accept them when they are shown, not when they are hidden in labor.

Can I bill for a visit the customer skipped?

Only if your terms say so. Put the skip and cancellation policy in your terms, then apply it consistently.