Garden maintenance invoice
Invoice template for gardeners: lawn mowing, shrub pruning and garden waste collection. Fill it in online, download Excel or Word, or print to PDF.
Templates by industry
- Lawn mowing
- Shrub pruning
- Garden waste collection
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Lawn mowing" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Garden waste collection". Deliver the service record, materials used, unresolved issues and the agreed next visit date.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
Gardeners who look after the same gardens week after week send this invoice at the end of the month or after a set number of visits. It lists the regular work, mowing and pruning, together with taking the cuttings away, so the customer can see how many visits they are paying for. Write the visit dates in the description or the notes; when a visit was skipped for rain, the count shows it without a phone call.
Fields to prepare
- Deliverables and line items
- Lawn mowing, Shrub pruning, Garden waste collection: record the quantities actually supplied and the service period.
- Lawn mowing
- Enter the number of visits in the period as the quantity, with the dates in the description if the customer pays per visit.
- Shrub pruning
- Name the hedges or shrubs pruned, since pruning is seasonal and the customer may not remember it was due.
- Garden waste collection
- Say whether the cuttings were taken away or composted on site, and bill by load or bag as you agreed.
- Assets and visits
- Record the asset or area, visit dates, visit count and access arrangements.
- Labor and materials used
- Separate labor hours, quantities of parts or consumables, and work outside the recurring scope.
- Scope to agree
- Record lawn area, pruning subjects, visit counts and the scope of garden-waste removal.
Before sending
- Does “Lawn mowing” show the quantity actually supplied, not the quantity first quoted?
- Is “Shrub pruning” charged at the rate the customer agreed to, with any change approved?
- Is “Garden waste collection” finished and accepted, or does it belong on a later invoice?
Show 3 more
- Match extra parts and return-visit charges to approved work.
- Record the initial condition and the post-service checks.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Lawn mowing | 12 × $450.00 | $5,400.00 |
| Shrub pruning | 12 × $2,400.00 | $28,800.00 |
| Garden waste collection | 2 × $180.00 | $360.00 |
| Subtotal | $34,560.00 | |
| Sales tax (8%) | $2,764.80 | |
| Total | $37,324.80 | |
Net amount $34,560.00, sales tax $2,764.80, total payable $37,324.80.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
How do I bill a fixed monthly price when the number of visits varies?
Use one line for the monthly fee with a quantity of one and state how many visits it normally includes. Extra visits and one-off jobs, such as clearing autumn leaves or a hedge cut outside the season, go on separate lines with their dates.
What if I could not get into the garden on a scheduled day?
Bill only the visits you made unless your agreement says otherwise, and note the missed date and the reason, such as a locked gate. The customer then knows to arrange access, and the next invoice will not raise questions.
Can I pass on the fee for taking green waste to a disposal site?
Yes, if you agreed it. Include it in the collection line priced per load or bag, or show the disposal fee as its own line, and keep the site’s receipts in case the customer asks to see them.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $2,764.80 on a net amount of $34,560.00, for a total of $37,324.80. The editor recalculates all three when you change a quantity, a price or the country.
Can I email it to the customer?
Yes, from your own mail app. With a free account, the editor’s download menu offers Email this document, which opens your mail app with a message about the document already written. QuoteBill sends nothing itself, so save the PDF and attach it before you send.
Read next
Reading for the Garden maintenance invoice: How to write an invoice: a step-by-step example and Credit note vs invoice (and credit memo): how to issue one. The VAT and GST calculator works out the tax line for you.