Free Handyman Invoice Template (PDF + Editable)
A copy-paste handyman invoice template plus what to include, what to leave off, payment terms and follow-up texts that help you get paid faster.
Published · Updated · HandyBook Team
A handyman invoice should name who it is from and to, describe the job, itemize labor and materials, show the total, and say how and when to pay. Keep it to one page a customer can read in 20 seconds. The template below covers all of that and you can copy it today.
The example numbers are made up to show the math. Use your own rates and your state's rules.
What a handyman invoice needs
Answer six questions in the order a customer asks them:
- Who is this from?
- Who is it to?
- What was the job?
- What did each piece cost?
- What is the total?
- How do I pay, and by when?
Anything beyond that is compliance (tax ID, license number where your state requires it) or polish (logo, thank-you line). Get the six right first.
The template
Copy this and drop in your business info. It is plain on purpose so it prints cleanly and emails reliably.
<!doctype html>
<html>
<head>
<meta charset="utf-8" />
<title>Invoice #1042</title>
<style>
body { font-family: -apple-system, Helvetica, Arial, sans-serif; color: #111; padding: 32px; max-width: 720px; margin: 0 auto; }
.row { display: flex; justify-content: space-between; }
h1 { font-size: 28px; margin: 0 0 4px; }
table { width: 100%; border-collapse: collapse; margin-top: 24px; }
th, td { text-align: left; padding: 10px; border-bottom: 1px solid #eee; }
th { background: #fafafa; font-weight: 600; }
.right { text-align: right; }
.totals td { border: none; padding: 6px 10px; }
.grand td { font-weight: 700; border-top: 2px solid #111; }
.pay { margin-top: 24px; padding: 16px; background: #f6f6f6; border-radius: 8px; }
.muted { color: #666; font-size: 13px; }
</style>
</head>
<body>
<div class="row">
<div>
<h1>Your Handyman Business</h1>
<div class="muted">License # (if your state requires one) — Insured</div>
<div class="muted">555-555-0100 — billing@example.com</div>
</div>
<div class="right">
<strong>Invoice #1042</strong><br />
<span class="muted">Issued May 14, 2026</span><br />
<span class="muted">Due May 28, 2026</span>
</div>
</div>
<div style="margin-top: 24px;">
<strong>Bill to:</strong><br />
Sarah Whitfield<br />
2418 Cedar Bend Dr, Austin TX 78758
</div>
<div style="margin-top: 16px;">
<strong>Job:</strong> Bathroom retile — primary bathroom, 38 sq ft.<br />
<span class="muted">Completed May 13, 2026.</span>
</div>
<table>
<thead>
<tr>
<th>Description</th>
<th class="right">Qty</th>
<th class="right">Rate</th>
<th class="right">Amount</th>
</tr>
</thead>
<tbody>
<tr>
<td>Demo existing tile + haul-away</td>
<td class="right">4 hr</td>
<td class="right">$75</td>
<td class="right">$300</td>
</tr>
<tr>
<td>Install new porcelain tile + grout</td>
<td class="right">14 hr</td>
<td class="right">$75</td>
<td class="right">$1,050</td>
</tr>
<tr>
<td>Porcelain tile (38 sq ft + 10% waste)</td>
<td class="right">42 sf</td>
<td class="right">$6.40</td>
<td class="right">$268.80</td>
</tr>
<tr>
<td>Thinset, grout, spacers, sealer</td>
<td class="right">1</td>
<td class="right">$118</td>
<td class="right">$118</td>
</tr>
<tr>
<td>Disposal fee</td>
<td class="right">1</td>
<td class="right">$45</td>
<td class="right">$45</td>
</tr>
</tbody>
</table>
<table class="totals">
<tr>
<td class="right">Subtotal</td>
<td class="right" style="width: 120px;">$1,781.80</td>
</tr>
<tr>
<td class="right">Sales tax (materials only, 8.25%)</td>
<td class="right">$35.69</td>
</tr>
<tr class="grand">
<td class="right">Total due</td>
<td class="right">$1,817.49</td>
</tr>
<tr>
<td class="right muted">Deposit received May 6</td>
<td class="right muted">-$500.00</td>
</tr>
<tr class="grand">
<td class="right">Balance</td>
<td class="right">$1,317.49</td>
</tr>
</table>
<div class="pay">
<strong>How to pay:</strong> Tap-to-pay link sent by text, Zelle to 555-555-0100, or check made out to Your Handyman Business.<br />
<span class="muted">Payment due within 14 days. Thanks, Sarah.</span>
</div>
</body>
</html>
Save it as invoice.html, open it in a browser, then use Print and choose Save as PDF.
Line-item rules
Split labor and materials. Customers want to see what they are paying for. One line reading "Bathroom retile, $1,817" invites pushback. The same total broken into demo, install, tile, grout and disposal is easier to accept.
Show units for materials. "Tile, 42 sf x $6.40 = $268.80" is checkable math. A bare "Tile, $268.80" looks like a guess.
Mark up materials openly. If you add a markup, either build it into the unit price or add a "materials handling" line. See our material markup guide. Do not hide it in an inflated hourly rate.
Tax only what your state taxes. Whether labor, materials or both are taxable varies by state. Check your state department of revenue's website or ask an accountant once.
Put a clear due date. "Due upon receipt" is vague. "Due May 28" is a date on a calendar. Pick 7, 14 or 30 days and be consistent.
Payment terms options
- Net 14. Payment due 14 days after the invoice date. Simple and common.
- Deposit, then balance on completion. For bigger jobs, a deposit (many handymen use 25 to 50 percent) means you stop fronting materials.
- Card on file or pay link. A pay-by-card link on the invoice shortens the time to payment because the customer can pay from their phone in seconds.
If you add a late fee, state it on the quote and the invoice, and check your state's rules on late fees and interest. Many handymen keep the policy as leverage and only enforce it when a customer is clearly stringing them along.
For payment options in more depth, see handyman payment methods.
Numbering invoices
Pick one format on day one:
- Sequential: 1001, 1002, 1003. Simple.
- Year-prefixed: 2026-001, 2026-002. Resets each year and is easy to scan.
Avoid customer-based numbers like JONES-01. They make it harder to track what is paid.
Why invoices sit unpaid
- Sent at a bad time. An invoice sent late Friday gets buried over the weekend. Send it the day you finish, ideally early in the day.
- No fast way to pay. If the only option is mailing a check, expect delays. A payment link or card option removes friction.
- No follow-up. A friendly reminder usually works better than a harsh letter.
Copy-paste follow-up text
Hi [Name], a quick heads-up that invoice #[number] for [job] is due on [date]. Here is the pay link: [link]. Let me know if you need anything from me.
Copy-paste overdue text
Hi [Name], invoice #[number] for [job] was due on [date] and I have not seen the payment yet. Could you take a look today? Here is the link again: [link]. Thanks.
When a template stops being enough
A template and a folder of PDFs work fine at low volume. Once you send several invoices a week, retyping line items and chasing payments takes real time.
HandyBook lets you turn a job's line items into an invoice, deliver it by email (SMS delivery is on Pro), and collect card payments through Stripe via a pay link. Line items carry over from the quote. Stripe's standard fees apply plus a 0.5% HandyBook platform fee. Automated quote and invoice reminders are on the Pro plan. See paperless invoicing and our quote writing guide.
Invoice checklist before you hit send
- Business name and contact details are correct
- Customer name and job address match the quote
- Invoice number is unique and follows your format
- Issue date and due date are both filled in
- Labor and materials are on separate lines
- Quantities and unit prices multiply to the line totals
- Sales tax is applied only where your state requires it
- Deposits or earlier payments are subtracted
- Payment instructions work on a phone
- Late-fee policy matches what the quote said
Worked example, step by step
This reuses the sample numbers from the template above.
- Labor: 4 hours demo x $75 = $300, plus 14 hours install x $75 = $1,050. Labor total: $1,350.
- Materials: 42 sf of tile x $6.40 = $268.80, plus $118 of supplies. Materials total: $386.80.
- Disposal: $45.
- Subtotal: 1,350 + 386.80 + 45 = $1,781.80.
- Sales tax on materials only at an assumed 8.25 percent: 386.80 x 0.0825 = $31.91. The sample above shows $35.69 because it also taxes the disposal fee; whether that is taxable depends on your state, so check before copying it.
- Total: 1,781.80 + 31.91 = $1,813.71.
- Deposit already paid: $500. Balance: 1,813.71 - 500 = $1,313.71.
The lesson is to check your math and your state's rules, not the specific figures.
Deposit and progress invoices
For longer jobs, split billing so you are never far ahead of the money:
| Stage | Example split on a $3,000 job | Amount |
|---|---|---|
| Deposit before ordering materials | 30% | $900 |
| Progress invoice at rough-in complete | 40% | $1,200 |
| Final invoice on completion | 30% | $900 |
Check the math: 900 + 1,200 + 900 = $3,000. Put the schedule on the quote so nobody is surprised. Check your state's rules on deposit limits and written contracts for home improvement work.
Common mistakes
- Vague descriptions. "Misc repairs" invites questions. Name each task.
- Missing due date. Without a date there is nothing to follow up on.
- Mixing up invoice numbers. Duplicate numbers make bookkeeping painful.
- Forgetting a deposit credit. Customers notice when they are charged twice.
- No payment link. Make paying as easy as reading.
- Changing scope silently. Anything extra should have a written change order. See our quote guide.
Follow-up schedule you can copy
| Timing | Message |
|---|---|
| Day of invoice | "Thanks for having me out today. Your invoice is here: [link]." |
| 3 days before due | "Friendly heads-up that invoice #[number] is due on [date]. Pay link: [link]." |
| Due date | "Invoice #[number] is due today. Here is the link if it is easier: [link]." |
| 7 days past due | "Following up on invoice #[number]. Could you let me know when to expect payment?" |
| 14 days past due | "Invoice #[number] is now two weeks overdue. Please pay today or call me so we can sort it out." |
Stay polite and factual, keep a record of every message, and check your state's rules before adding fees or sending a collections notice. Automated reminders for quotes and invoices are a Pro feature in HandyBook.
Writing the thank-you line
A short closing line does real work: "Thanks for choosing [business]. If everything looks good, a quick review helps a lot: [link]." See get handyman reviews.
FAQ
What should a handyman invoice include?
Your business name and contact info, the customer's name and address, an invoice number and dates, itemized labor and materials, the total, and payment instructions with a due date. Add a license number if your state requires it.
Do I charge sales tax on a handyman invoice?
It depends on your state, and rules differ for labor and materials. Check your state department of revenue or ask an accountant.
Can I make an invoice in Word or Excel?
Yes. The template above works in any editor, and you can export a PDF. The tradeoff is manual retyping and no built-in payment link.
How soon should I send an invoice?
Send it the day you finish the job while the work is fresh in the customer's mind.
What payment terms should I use?
Net 14 is a common starting point, with a deposit on larger jobs. Choose terms you will enforce consistently.
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