What every pressure washing invoice should include
- Your business details: business name, phone, email, and address if you use one for billing.
- Invoice number and date: number invoices in order (for example 1001, 1002) so you can track them and your bookkeeper can match payments.
- Customer details and service address: the billing address and the property address can differ, especially for rentals and property managers.
- Service date.
- Line items: each surface or service on its own line with quantity, unit (sq ft, linear ft, each) and rate.
- Subtotal, discount, sales tax (if it applies), total.
- Deposit or payments received and the balance due.
- Payment terms and due date: “Due on receipt” or “Net 15” and the date that works out to.
- How to pay: card link, check, or bank transfer, and who to make checks out to.
- Notes: anything not included or any condition you noted, such as oxidation or rust you did not try to remove.
Free sample layout
Copy this structure into whatever you use, from a word processor to your field software.
Your Business Name · phone · email
Invoice #1042 · Invoice date: Oct 20, 2026 · Service date: Oct 18, 2026
Bill to: Customer name, billing address · Service address: property address
| Service | Qty | Unit | Rate | Amount |
|---|---|---|---|---|
| House soft wash (vinyl siding) | 2,200 | sq ft | $0.15 | $330.00 |
| Driveway surface cleaning | 800 | sq ft | $0.13 | $104.00 |
| Gutter face brightening | 140 | linear ft | $0.75 | $105.00 |
| Subtotal | $539.00 | |||
| Discount (repeat customer, 5%) | −$26.95 | |||
| Sales tax (only if your state taxes this service) | $0.00 | |||
| Total | $512.05 | |||
| Deposit received Oct 10 | −$100.00 | |||
| Balance due by Nov 4, 2026 (Net 15) | $412.05 | |||
Notes: Rust stains on the driveway were treated but not fully removed, as discussed on the quote.
Match the invoice to the quote
Use the same line items, quantities and rates you used on the quote. If the job changed, such as an added patio or a smaller area, show it as its own line so the customer can see why the total differs. If you quote by the square foot, our square-foot quoting guide shows how to build the rates.
Deposits
A deposit protects you against cancellations and covers chemicals on bigger jobs. Show it twice: once on the quote as an amount due to book, then on the final invoice as a payment received. Keep the date it was paid.
Payment terms that get you paid
- Homeowners: due on completion or on receipt is common and easy to explain. Send the invoice the same day.
- Commercial and property managers: they often need Net 15 or Net 30 and may ask for a W-9. Agree on terms in writing before the job.
- Late fees: if you charge one, state it on the quote and the invoice. Rules on late fees vary by state.
Track what’s still owed
An invoice you sent and forgot is a loan to your customer. Keep a simple register: invoice number, customer, date, total, payments, balance, due date and status. Each week, sort by days past due and follow up, first with a friendly reminder, then a call.
Spreadsheet or software?
If you send a handful of invoices a week, a spreadsheet invoice plus a register works fine. When you want online payment links, automated reminders and quotes that turn into invoices in one click, field service software helps. Compare options in our pressure washing software comparison.
Templates for this
Template: Pressure Washing & Soft Wash Invoice + Payment Tracker
Enter your business info and price list once. Pick a service, type the quantity, and the invoice fills in rate, subtotal, discount, sales tax, deposit and balance due. The Invoice Register tracks payments, works out due dates from your terms, flags Paid / Open / OVERDUE and totals what’s outstanding.
Excel + Google Sheets. Regular price $12; check the listing for current price. Example data is labeled; replace it with your own numbers.
Get the template on Payhip Or on Gumroad
Template: Pressure Washing Quote & Estimate Calculator (Sq Ft)
Set your rate per square foot or linear foot for 9 surfaces, type measurements on site, and get a totaled estimate with travel, minimum-job adjustment, tax and your internal chemical cost. A printable quote tab fills itself.
Excel + Google Sheets. Regular price $15; check the listing for current price. Example data is labeled; replace it with your own numbers.
Get the template on Payhip Or on Gumroad