Field Service Invoice Template: What to Include + Examples
A professional invoice does more than request payment. It reinforces your brand, prevents disputes, and gets you paid faster.
The difference between getting paid in 7 days versus 45 days often comes down to your invoice. Unclear invoices create confusion, delay payment, and make you look unprofessional.
Here's exactly what your field service invoices need, plus a template you can use immediately.
Essential Invoice Elements
1. Your Business Information
The top of every invoice should include:
- • Business name (exactly as registered)
- • Logo (builds recognition and trust)
- • Physical address
- • Phone number
- • Email address
- • Website URL
- • License number (if applicable)
2. Customer Information
Include complete customer details to avoid any confusion about who owes what:
- • Customer name (individual or business)
- • Billing address
- • Service address (if different from billing)
- • Phone number
- • Email address
3. Invoice Details
- • Invoice number: Unique identifier for tracking (e.g., INV-2026-0042)
- • Invoice date: When the invoice was created
- • Service date: When the work was performed
- • Due date: When payment is expected
- • Payment terms: Net 15, Net 30, Due on Receipt
4. Service Line Items
This is where most invoices fail. Be specific about what was done:
Bad Example:
"Pressure washing service - $350"
Good Example:
• Driveway pressure washing (800 sq ft @ $0.20/sq ft) - $160
• Sidewalk pressure washing (200 sq ft @ $0.25/sq ft) - $50
• House siding soft wash, front and sides (1,400 sq ft @ $0.10/sq ft) - $140
Total: $350
Detailed line items prevent disputes and help customers understand the value they received.
5. Payment Information
Make it easy to pay you:
- • Accepted payment methods (check, card, ACH, Venmo, etc.)
- • Make checks payable to [business name]
- • Online payment link (if available)
- • Mailing address for checks
- • Late payment policy
Sample Invoice Template
[YOUR COMPANY NAME]
123 Main Street, City, ST 12345
(555) 123-4567 | email@company.com
License #12345
Bill To:
John Smith
456 Oak Avenue
City, ST 12345
Invoice #: INV-2026-0042
Date: January 15, 2026
Due: January 30, 2026
Payment Methods: Check, Credit Card, Venmo (@yourcompany)
Terms: Payment due within 15 days. Late payments subject to 1.5% monthly fee.
Common Invoice Mistakes
- No due date: "Due upon receipt" is vague. Specify a date.
- Missing service address: For repeat customers, always note where the work was done.
- Vague descriptions: "Cleaning services" tells the customer nothing. Be specific.
- No payment instructions: Don't make customers guess how to pay you.
- Inconsistent numbering: Use a logical system (INV-YYYY-#### works well).
- No late payment terms: Define consequences upfront.
Getting Paid Faster
Send Invoices Immediately
Invoice the same day as service, ideally before you leave the property. Invoices sent within 24 hours get paid 1.5x faster than those sent later.
Offer Multiple Payment Options
Every payment method you add increases the likelihood of prompt payment. Credit cards, ACH transfers, and digital wallets (Venmo, Zelle) should all be options.
Include a Payment Link
Online payment links in email invoices convert 3x better than invoices requiring customers to mail a check. One click to pay means faster payment.
Send Reminders
Automate reminders at 7 days, 3 days before due, and 1 day after. Most late payments aren't malicious, they're forgotten.
Invoice Checklist
Before sending, verify:
- ☐ Your business name and contact info are correct
- ☐ Customer name and address are accurate
- ☐ Invoice number is unique
- ☐ Service date and due date are included
- ☐ Each service is itemized with clear descriptions
- ☐ Quantities and rates are shown
- ☐ Total is calculated correctly
- ☐ Payment methods and instructions are clear
- ☐ Late payment policy is stated
Professional Invoicing with CrewNest
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