How do I price a maintenance contract?

A fixed monthly figure across the season, based on expected visits, is easier for both sides than variable per-visit billing. Show the visit count on each invoice so the fixed fee stays visible.

Should I charge for a quote or a design?

Quotes, no. Designs, yes — a planting plan or hard-landscaping drawing is a deliverable with value whether or not you win the build. Many landscapers credit the design fee against the build if the customer proceeds.

How do I handle plant guarantees?

Say what is guaranteed and for how long, in the notes. Plants die for reasons outside your control, and the invoice is where the agreed position is recorded.

When should landscaping be paid?

Domestic maintenance, on completion or monthly. Larger installs should be staged, with plants and hard materials paid up front — you should not be carrying a nursery order on your own cash.

How do I invoice for weather delays?

You generally cannot bill for days not worked, but you can protect yourself in the terms: state that the schedule is weather-dependent and that materials already purchased are payable regardless. On staged jobs, tie payments to completed stages rather than dates, so a wet fortnight does not put you in breach of your own invoice.

Invoice Builder › Landscaping

Landscaping invoice template

Set up for the way garden and grounds work is billed: crew time, plants and hard materials, machinery, and the waste disposal that is a real cost and is regularly forgotten.

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INVOICE

Invoice # Date Due PO / Ref

From

Bill to

Description	Qty / Hrs	Rate	Amount

Subtotal$0.00

Discount % $0.00

Tax % $0.00

Shipping

Total$0.00

Amount paid

Balance due$0.00

Notes

Terms & payment details

How to bill for landscaping work

Never absorb the disposal cost

Tip fees are real money and invisible to the customer unless you name them. A 'green waste disposal' line is understood and almost never questioned.

Bill crew hours, not calendar days

'2 crew × 2 days = 32 hours' is checkable. 'Two days work' is not, and it reads as cheaper than it was.

Separate design from build

If you drew the plan, it has value on its own — including for a customer who then builds it themselves.

What belongs on a landscaping invoice

The property address and the dates worked
Crew hours shown as crew size times days, so the figure is checkable
Plants and hard materials itemised, with quantities
Machinery or equipment hire as its own line
Green waste disposal and tip fees — real costs, invisible unless named
Any plant guarantee and its duration, in the notes
Ongoing maintenance visits, if this invoice also covers them

Common questions

How do I price a maintenance contract?: A fixed monthly figure across the season, based on expected visits, is easier for both sides than variable per-visit billing. Show the visit count on each invoice so the fixed fee stays visible.
Should I charge for a quote or a design?: Quotes, no. Designs, yes — a planting plan or hard-landscaping drawing is a deliverable with value whether or not you win the build. Many landscapers credit the design fee against the build if the customer proceeds.
How do I handle plant guarantees?: Say what is guaranteed and for how long, in the notes. Plants die for reasons outside your control, and the invoice is where the agreed position is recorded.
When should landscaping be paid?: Domestic maintenance, on completion or monthly. Larger installs should be staged, with plants and hard materials paid up front — you should not be carrying a nursery order on your own cash.
How do I invoice for weather delays?: You generally cannot bill for days not worked, but you can protect yourself in the terms: state that the schedule is weather-dependent and that materials already purchased are payable regardless. On staged jobs, tie payments to completed stages rather than dates, so a wet fortnight does not put you in breach of your own invoice.