Free Service Invoice Template
About This Service Invoice Template
This service invoice template is specifically designed for service-based businesses that need to bill clients for labor, expertise, and materials. Whether you run a cleaning service, repair business, maintenance company, or provide professional services, this template helps you create clear, professional invoices that detail exactly what services were provided.
Service businesses face unique invoicing challenges. Unlike product-based businesses, you're billing for time, expertise, and often a combination of labor and materials. This template is structured to clearly communicate the value you provide, making it easy for clients to understand your charges and helping you get paid faster.
Over 5,400 service businesses use this template to streamline their billing process. The clean design and logical structure ensure your invoices look professional while providing all the detail clients need to process payment quickly and confidently.
Service-Focused Features
- Service Date Fields: Clearly show when services were performed
- Service Description Area: Detailed space to describe work completed
- Labor Breakdown: Itemize labor hours by service type or technician
- Materials Section: Separate area for parts, supplies, and materials used
- Trip/Service Fee: Include travel charges, service call fees, or minimum charges
- Multiple Service Types: Bill for different services at different rates
- Before/After Notes: Describe condition before service and results achieved
- Warranty Information: Include service warranty terms and coverage
- Recurring Service Discount: Apply discounts for regular maintenance contracts
- Emergency/After Hours: Clearly mark premium rates for urgent service
- Next Service Reminder: Note when next service is recommended
How to Create a Service Invoice
- Enter Service Details: Record the date(s) service was performed and service location if applicable
- Describe Services: Clearly explain what services were provided (e.g., "Monthly office cleaning" or "HVAC system repair")
- List Labor Charges: Show hours worked, hourly rate, or flat service fee as agreed
- Add Materials/Parts: Itemize any materials, parts, or supplies used with quantities and costs
- Include Trip Fees: Add any service call fees, travel charges, or minimum service fees
- Note Special Conditions: Mark emergency service, after-hours work, or rush service if applicable
- Apply Discounts: Include any contract discounts, promotional offers, or loyalty pricing
- Calculate Totals: Show subtotal, tax, and total amount due clearly
- Add Warranty Info: Note warranty coverage on parts and labor
- Set Payment Terms: Specify due date and accepted payment methods
- Send Promptly: Deliver invoice immediately after service completion
Service Invoice Best Practices
1. Invoice Immediately After Service
Send your invoice as soon as the service is complete, ideally before you leave the job site or within the same business day. Prompt invoicing while the work is fresh in the client's mind leads to faster payment. Consider using mobile invoicing tools to create and send invoices on-site.
2. Be Specific About Services Rendered
Don't just write "cleaning services" or "repairs." Detail what was actually done: "Deep cleaned 3 bathrooms, vacuumed all carpets, sanitized kitchen surfaces" or "Replaced faulty thermostat, recharged refrigerant, tested system operation." Specificity prevents disputes and demonstrates value.
3. Separate Labor and Materials
Always itemize materials and parts separately from labor. This provides transparency, makes warranty claims easier to process, and helps clients understand your value. Show part numbers for specialized components when applicable.
4. Explain Premium Charges
If charging extra for emergency service, after-hours work, weekends, or holidays, clearly mark these premium rates on the invoice. Note "Emergency Service - 1.5× rate" or "After Hours (after 6pm) - Premium Rate" so clients understand why costs are higher.
5. Offer Service Contracts
For recurring services, offer contract pricing with discounts. This ensures steady income for you and better rates for clients. Note on invoices when contract pricing applies: "Contract Rate - Monthly Maintenance Plan."
6. Include Service Recommendations
Note when the next service is recommended or when filters should be changed, systems inspected, etc. This adds value, keeps clients safe, and generates future business. Many service businesses add "Next recommended service: [date]" at the bottom of invoices.
Common Service Billing Scenarios
One-Time Service Calls
For single service visits, include a service call fee plus labor and materials. Clearly show the breakdown: $75 service call + $125/hour labor × 2 hours + $45 in parts = $295 total. This transparency helps clients understand your pricing structure.
Recurring Service Contracts
Monthly or periodic services like cleaning, lawn care, or maintenance. Bill at regular intervals (monthly is common) and offer contract discounts. Note the contract number and service period covered on each invoice.
Emergency/After-Hours Service
Premium rates for urgent service are standard. Clearly mark emergency charges and explain your emergency rate policy on the invoice. Most service businesses charge 1.5-2× normal rates for emergency work, which should be disclosed upfront.
Project-Based Service Work
For larger service projects that span multiple days or visits, consider progress billing. Invoice at project milestones (25% deposit, 50% midpoint, 25% completion) to maintain cash flow on longer jobs.
Warranty Service
When performing warranty work, clearly note "NO CHARGE - Warranty Service" and reference the original invoice. This maintains good records and demonstrates your commitment to customer satisfaction.
Frequently Asked Questions
A service invoice should include your business information, client details, service date(s), detailed description of services performed, labor charges (hourly or flat rate), any materials or parts used, total amount due, payment terms, and accepted payment methods. Include warranty information for parts and labor when applicable.
You can price services as hourly rates (showing hours worked × rate), flat fees per service type, or tiered pricing based on service level. Be transparent about your pricing structure and any minimum charges, service call fees, or trip charges. For recurring services, consider offering contract discounts.
Yes, separating labor and materials provides transparency and helps clients understand what they're paying for. It also makes it easier to handle warranty claims, parts returns, or insurance claims if needed. Show quantities and prices for materials, and hours and rates for labor.
Send service invoices immediately upon service completion for one-time jobs - ideally the same day. For ongoing service contracts, invoice on a regular schedule (weekly, biweekly, or monthly) as specified in your contract. Prompt invoicing leads to faster payment.
Include a brief warranty statement on your invoice such as "90-day warranty on parts, 30-day warranty on labor" or whatever terms you offer. When performing warranty work, reference the original invoice number and clearly mark the service as "NO CHARGE - Warranty Service" to maintain good records.
Many service businesses charge a service call fee or trip charge to cover the cost of sending a technician to the job site. This fee typically covers travel time, vehicle costs, and basic diagnostics. Clearly state this fee in your pricing and show it as a separate line item on your invoice.