Pest control invoice
Invoice template for pest control technicians: pest habitat survey, pest treatment application and follow-up monitoring. Download it as Excel or Word.
Templates by industry
- Pest habitat survey
- Pest treatment application
- Follow-up monitoring
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Pest habitat survey" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Follow-up monitoring". 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.
Pest control technicians issue this invoice after a treatment program, which usually runs over more than one visit: a survey to find where the pests live and get in, the treatment itself, and follow-up visits to check that it worked. The invoice should read like a short version of the service report, with the dates and the areas treated, because a restaurant or a landlord may need to show both documents later. Name the pest and the product used as the report records them.
Fields to prepare
- Deliverables and line items
- Pest habitat survey, Pest treatment application, Follow-up monitoring: record the quantities actually supplied and the service period.
- Pest habitat survey
- Name the rooms or areas surveyed, the pest found and the date of the survey.
- Pest treatment application
- Give the treatment date and the areas treated, and keep the product names the same as in the service report.
- Follow-up monitoring
- Enter the follow-up visits made in this invoice period with their dates; visits still to come are billed later.
- 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
- Match surveyed areas, treatment dates, materials and follow-up monitoring visits to the service record.
Before sending
- Does “Pest habitat survey” show the quantity actually supplied, not the quantity first quoted?
- Is “Pest treatment application” charged at the rate the customer agreed to, with any change approved?
- Is “Follow-up monitoring” 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 |
|---|---|---|
| Pest habitat survey | 2 × $1,500.00 | $3,000.00 |
| Pest treatment application | 8 × $180.00 | $1,440.00 |
| Follow-up monitoring | 6 × $1,500.00 | $9,000.00 |
| Subtotal | $13,440.00 | |
| Sales tax (8%) | $1,075.20 | |
| Total | $14,515.20 | |
Net amount $13,440.00, sales tax $1,075.20, total payable $14,515.20.
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 contract with a monthly monitoring fee?
Use one line for the month’s monitoring visits with the contract period, and add call-outs between visits as separate lines with their dates and reasons. The customer then sees the fixed fee and the extra visits apart, and can check each call-out against their own records.
What if the pests return within the guarantee period?
If your guarantee covers it, record the re-treatment visit at no charge, either as a zero-priced line or in the notes, so the visit history stays complete. Bill it only when the return falls outside the guarantee or its conditions were not met.
Should proofing work, like sealing entry points, be a separate line?
Yes. Proofing is building work with its own materials and time, and customers often decide on it separately from the treatment. Describe the points sealed and the material used, so they can be found again later.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $1,075.20 on a net amount of $13,440.00, for a total of $14,515.20. The editor recalculates all three when you change a quantity, a price or the country.
How should I number invoices?
Use one unbroken sequence per business, never reuse a number, and issue a credit note rather than deleting an invoice you have already sent.
Read next
Reading for the Pest control 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.