Getting paid on time and in full is the key to unlocking long-term success. You need a consistent cash flow to cover your expenses.
You’ve got staff to pay, materials to buy, marketing campaigns to run, and vehicles to fuel.
But managing payments is a time-consuming and often daunting task. There’s so much to remember, and even small mistakes have big ramifications. This is where a flooring invoice template can be a huge help.
In this guide, we’ll explain why proper invoicing is so important in the flooring industry. We’ll then share our advice on creating a professional invoice. Follow these tips for accurate, on-time payments.
Then, we’ll walk you through some of the ways to customize an invoice template to make it work for your business. Next, we’ll give you a free template. Copy and paste it into a document and use it as a starting point.
To finish, we’ll share our tips on issuing and following up on invoices.
Billing and payments might not be the most exciting part of the job. But they can become a strategic advantage with the right approach. So, let’s get started!
The Importance of Proper Invoicing in the Flooring Industry
Your clients spend an average of $3 to $22 per square foot or a total of $3,160 on new flooring installation.
That’s a big investment, and many of your clients will spend some time saving up.
They’ll also think very carefully about who they work with. After all, they want a positive experience and quality finish for their money.
This is why accurate invoicing is so important. It shows your clients exactly where their cash is going. They can see it in black and white. They know precisely how much they’ve spent on materials and labor.
It’s this transparency that builds trust. It’s a way to show your values—you’re open, honest, and respectful.
It also helps you avoid disputes, which can damage your reputation.
Of course, creating professional, easy-to-read, and accurate invoices is easier said than done. You’ve got a lot of moving parts to keep track of—brands and colors, team members and their hourly rates, unexpected delays, and more.
Writing an invoice from scratch every time sets you up to forget a critical item or two. A standardized invoice template for home improvement companies is the solution.
An invoice template is a premade, predesigned document. It contains blank fields where you add in the information for each project. Think of it like filling out a form.
When you use a flooring invoice template, you enjoy:
- Fewer billing errors
- Faster payment processing
- Clearer, more organized financial records
- Consistency across your invoices
- Sleek and professional branding
- Lower chances of payment disagreements
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Creating a Professional Flooring Invoice
A professional flooring invoice is a must. It helps you get paid faster with less effort.
Your clients are happy because they don’t feel ripped off. And consistency helps you keep track of your financial records. There are no downsides.
The trick to getting the most out of a flooring invoice template is customizing it to suit your needs. For example, different flooring projects will be suited to different types of invoices. Your options include:
- An itemized invoice, which lists out the labor and materials line by line
- A lump-sum invoice, which gives your clients the total cost only
- A milestone invoice, which breaks larger payments down into separate invoices due when certain tasks are complete
An itemized invoice is likely the one you’ll use most often. A lump-sum invoice is a good option for small and simple jobs, like replacing a single damaged floorboard. A milestone invoice is best for big projects, like reflooring an entire house.
Choosing the right invoice type is just the first step. Create an effective and professional flooring invoice with these tips.
Make Sure Your Calculations Are Accurate
A mistake here or there in your cost calculations can have far-reaching ripple effects. Your clients might be upset. Or you might end up out-of-pocket.
Avoid both these outcomes by following these best practices:
- Measure the area carefully. If the room is rectangular, multiply its length and width. Make sure to account for irregular angles and other unique features of the space.
- Figure out the cost of the materials. Things like carpet, hardwood, and tiles are often priced by the square foot. So, multiply the cost per square foot by the size of the room. Don’t forget to add 10 to 20% extra.
- Estimate the cost of labor. In the US, a floor installer gets paid $21.68 per hour on average. Depending on where you work, this figure might be higher or lower. Think about your past projects to determine how long the job will take. Multiply the number of hours by your hourly rate.
- Factor in additional costs. For example, will you need to remove the old flooring? What about disposing of waste? Will you need to prepare the subfloor? Be sure to add these expenses, too.
- Add applicable taxes and a markup for profit—around 10 to 30%.
Itemize Labor and Material Costs
If you’ve chosen an itemized or milestone invoice type, you’ll need to break down the costs. This means listing each item on a new line. You then include the cost per item and the total cost.
For example, hardwood floors cost an average of $16 per square foot. If you’re redoing a 200-square-foot room, the total cost of the floors would be:
200 x $16 = $3,200
Apply this same logic to setting out labor costs.
Tell Your Clients How to Pay
Looking for a quick win? The easier you make it to pay, the more likely you’ll be paid on time.
So, include your payment terms. This includes:
- The payment methods you accept and your details
- When the payment is due
- Whether you charge a late fee and, if so, what it is and when it applies
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Customizing the Flooring Invoice Template
A flooring invoice template is just a starting point. To make it work for your business, you need to customize it.
Here’s how:
- Add your company name and logo. Consider using your brand colors as long as the invoice is still easy to read. This builds your brand identity and helps you become more memorable.
- Include your contact details, such as your phone number and email address.
- Add lines you can customize for extra services or costs. That way, you remember to include those tasks unique to the project.
- At the bottom of the invoice, you might include a notes area. This is where you can add information about any warranties that apply. You could also outline your process should the project change unexpectedly. For example, what happens if you can source the materials the client wants?
- Be professional but use your brand voice. If you are a friendly and down-to-earth flooring company, keep the text fresh and simple. If you are more established, consider using more formal language.
Your Free Flooring Invoice Template
[Your company logo]
[Your company name]
[Your address]
Phone number: [Your phone number]
Email: [Your email address]
Website: [Your website]
Invoice number: [Give the invoice a unique number]
Invoice date: [Date]
Due date: [Payment due date]
Bill To:
Client name: [Customer’s name]
Address: [Customer’s address]
Job address: [Include this if the job took place at a different address]
Phone number: [Customer’s phone number]
Email address: [Customer’s email address]
Description of Services
| Item description | Quantity | Unit price | Total price |
| [Type of flooring] | [Sq. ft.] | $[Cost per sq. ft.] | $[Total cost] |
| [Additional materials like adhesives] | [Amount] | $[Unit price] | $[Total cost] |
| Labor: Flooring installation | [Hours] | $[Hourly rate] | $[Total cost] |
| Labor: Removal of old flooring | [Hours] | $[Hourly rate] | $[Total cost] |
| Custom service like subfloor preparation | [Hours] | $[Hourly rate] | $[Total cost] |
| Custom service like disposal of waste | [Amount] | $[Cost per load] | $[Total cost] |
Total Amount Due
Subtotal: $[Subtotal amount]
Taxes (if applicable): $[Tax amount]
Total amount due: $[Total amount due]
Payment Terms
Please pay by [Add the payment methods you accept here, like a credit card, bank transfer, or check].
[Add your bank account details here.]
Due date: [Due date]
Late fee: [If you charge one. For example, it might be 5% if the payment is not received within 30 days.]
Notes/Additional Information
- Warranty information: [If this applies, outline any warranty details here.]
- [Any other notes about the project]
Thank you for your business! Should you have any questions, please don’t hesitate to reach out.
Top Tips on Issuing a Flooring Invoice and Follow-Up
Get the most out of your flooring invoice template with these issuing and follow-up tips:
- Send the invoice to the client via their preferred communication channel. For example, they might prefer to get their invoice via email or text.
- Make sure your payment terms are crystal clear. Any ambiguities here can lead to payment disputes. Keep your language simple and to the point.
- Be friendly yet firm when handling overdue invoices. Send a friendly message—chances are, the client simply forgot. If you still haven’t received the payment, send a reminder stating that late fees will apply.
- Include your contact information on the invoice. That way, your clients can reach out if they have any questions or concerns. You can address any issues before the invoice becomes overdue.
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