How to invoice a handyman job
Customers want two things from a handyman invoice: to see how many hours they paid for and what parts you bought. Put your labor on Labor lines with the hours in the quantity field and your hourly rate – one line per task (“Replace kitchen faucet – 1.5 h”, “Patch and paint drywall – 2 h”). Put every part on a Materials line with the quantity and unit price: the faucet, the cartridge, the tube of caulk. If you charge a call-out or trip fee, the button adds it as a labor line. The invoice prints a labor subtotal and a materials subtotal, then tax and the total.
Fill in the job date and the job address – landlords and property managers pay for work at addresses that are not their own. Use the notes for your labor guarantee and for anything the customer needs to know (“Water shut-off valve under sink was replaced; old one was seized”). Download the PDF and send it before you leave the driveway; jobs invoiced the same day get paid the same week.
Tax and rules for tradespeople (US and UK)
US: in most states repair labor on real property is not taxed but the materials are. Some states expect the contractor to pay tax when buying materials and not charge the customer; others require tax on the materials line, and a few tax the whole job. The Labor/Materials split on this invoice lets you apply the rule your state uses. Many states also require a license number on invoices above a certain amount for home-improvement work (California, for instance, requires the contractor’s license number on contracts and invoices) – add yours to the “From” block if that applies.
UK: if you are VAT-registered, charge 20% VAT on labor and materials (5% or 0% applies only to specific energy-saving or new-build work) and show your VAT number. If you work as a subcontractor for a contractor, the Construction Industry Scheme may require them to deduct tax from the labor part of your payment – another reason to keep labor and materials on separate lines. Include your name or company name, address, invoice number, date and a description of the work.
Common mistakes
- Materials hidden in the labor rate. Customers compare parts prices online; show them and add a modest, visible markup instead.
- No job address. Property managers cannot approve an invoice that doesn’t say which property.
- Estimate and invoice that don’t match. If the final price differs from the estimate, explain why in the notes.
- Forgetting the warranty line. A 30-day labor guarantee in writing reassures customers and limits open-ended callbacks.
Frequently asked questions
How do I show labor hours on the invoice?
Add a Labor line, put the hours in the “Qty / hrs” field and your hourly rate in the rate field. The amount is calculated and the labor subtotal is shown above the total.
Do I charge tax on materials, labor or both?
It depends on where you work. Many US states tax materials but not repair labor; the UK charges VAT on both if you are registered. Set the tax rate for your situation and, if only materials are taxable, invoice materials and labor on separate invoices or note the taxable amount.
Can I add my contractor license number?
Yes – put it on its own line in the address field of the “From” block (e.g. “Lic. #123456”). It will print under your business name on every invoice.
How do I charge a call-out fee?
Click “Trip / call-out fee”. It adds a labor line with quantity 1; enter the fee as the rate.
What if the customer wants to pay in cash on the spot?
Tick “Mark as PAID”, download the PDF and email or AirDrop it to them – it now shows a PAID stamp and works as their receipt.