Download our Plumbing Receipt Template

A Pro Plumber’s Guide to Professional Receipts

A plumbing receipt template is a pre-designed, reusable file that standardizes the process of issuing proof of payment after a service call or installation. More than a blank form, it’s a strategic tool that helps you operate more efficiently, build customer trust, and maintain accurate financial records for bookkeeping and tax preparation.

In the fast-paced world of plumbing, the way you document transactions speaks volumes. A haphazard, handwritten receipt can lead to unprofessionalism and confusion, while a standardized system immediately elevates your operations. It provides clarity for your customers, simplifies your financial management, and reinforces your brand’s credibility, establishing a foundation for sound business practices.

What to Include in Your Plumbing Receipt

A comprehensive receipt must contain specific information to be a valid document for both you and your customer. This template includes dedicated fields for every essential detail:

• Your Company Information: Clearly identify your business with your Company Logo, Company Name, Phone, Email, Address, and License Number.
• Customer Information: Document who the receipt is for by including their name and service address.
• Transaction Details: Each receipt should have a unique Receipt # and the official Date of the transaction.
• Itemized List of Services & Parts: Provide a clear breakdown of services like “Drain Snaking” and parts like “40-Gallon Water Heater,” with columns for Quantity and Unit Price.
• Complete Financial Summary: Present a clear calculation of the final amount, including the Subtotal, any applicable Tax, the Total, Payments Made, and the final Balance Due.
• Payment Information: Specify the Payment Method used by the customer (e.g., Credit Card, Check, Cash).
• A Professional Closing: A simple line like “Thank you for your business!” adds a touch of courtesy.

How a Plumbing Receipt Template Helps Your Business Grow

Adopting a template is a simple change that delivers tangible benefits, helping you run a more efficient, accurate, and professional plumbing business.

1. Save Time and Drive Efficiency Creating receipts from scratch after every job consumes valuable time. A receipt template streamlines this process with built-in formulas that automatically handle totals and taxes. This efficiency frees you up to focus on growth-oriented activities like handling more service calls, directly impacting your bottom line.
2. Build a Professional Brand and Increase Customer Trust A professional receipt is often the final touchpoint with a customer after a messy job. It helps reinforce your brand and expertise. Our template allows you to add your company logo for a consistent and trustworthy look. This professionalism impresses clients and sets you apart. Confident customers are more likely to call you back and provide referrals.
3. Ensure Financial Accuracy for Smarter Decisions Inaccurate records from manual receipt creation can lead to lost profits and tax issues. A template ensures consistency by organizing all transaction details—like parts used and labor charges—into a standard format. This creates accurate financial records, giving you a clear understanding of your business’s performance and empowering you to make smart, data-driven decisions.

Who is this Receipt Template For?

This template is designed for any plumbing professional who needs a fast and reliable way to create professional proof of purchase. It’s particularly useful for:

• Residential Plumbers: Perfect for creating itemized receipts for service calls, fixture installations, or drain cleaning, clearly detailing labor and parts used.
• Emergency Plumbers: Quickly generate on-the-spot receipts for after-hours calls, providing clear documentation for urgent work.
• Commercial Plumbers: Easily document recurring maintenance services or large-scale repairs for business clients.
• New Construction & Remodel Plumbers: Ideal for providing contractors or homeowners with a clear, itemized record of project work and materials billed.

Getting Started with Your Free Plumbing Receipt Template

Our Google Sheet receipt template is designed to be comprehensive yet simple, helping you standardize your billing for a professional look and accurate records. Follow these steps to build and issue professional receipts for your plumbing business. For your convenience, a copy of these instructions is also included on the ‘Instructions’ tab within the Google Sheet.

To get started, fill out the form on this page and hit download. You will receive an email containing a link to the Google Sheet, then you can follow the next steps.

Important First Step: Make a Copy of the Template Before you begin, you must save a copy of the Google Sheet to your own Google Drive. The original template you receive is view-only. This ensures every user starts with a clean, original version.

To make your own editable copy, simply:

1. Open the Google Sheet.
2. Go to the File menu in the top-left corner.
3. Select Make a copy. Your new, editable version will open, and you can now follow the steps below.

Step 1: Customize with Your Business Information Open your copied Google Sheet and navigate to the “Company and Customer Information” tab. Replace the placeholder information with your plumbing company’s name, address, and contact details. Here, you can also upload your company logo.

Step 2: Enter Receipt Details and Line Items To create a new receipt, first enter the specific transaction details on the “Plumbing Receipt Details” tab, including the customer’s name, a unique Receipt #, and the Date. Next, list each service rendered or part sold by entering an “Item Description”, the “Quantity”, and the “Unit Price” for each line.

Step 3: Enter Payment and Review Automatic Calculations The template instantly calculates the line total for each item and the subtotal. Enter your Tax Rate to see the final total. In the “Total Amount Paid” field, enter the amount the customer has paid. The template will automatically calculate the final “Balance Due.”

Step 4: Save and Share Your Professional Receipt Once all the details are entered, review the “Printable Report – Full Summary” tab to see the clean, professional version of your receipt. To save a digital copy, go to File > Download and select PDF Document (.pdf). A PDF is a non-editable format perfect for emailing to customers.

Step 5 (Optional): Print a Blank Field Copy For situations where you need to fill out a receipt by hand, the template also includes a blank version. Navigate to the “Printable Report – Blank Summary” tab to print a clean copy that can be completed manually on a job site.

Beyond the Template: Automate Your Invoicing with Housecall Pro

A template is a huge step up from handwritten notes, but you still have to enter data, save files, and manually send them. Housecall Pro’s software turns your billing process into a dynamic tool integrated directly into your workflow from scheduling to payment.

Create Digital, Professional Invoices Go beyond static PDFs. Create clean, branded invoices that customers can view and pay online in seconds. When a customer pays, the invoice is automatically marked as paid, saving you from chasing payments or manually updating records.

Real-time Job & Payment Tracking When an invoice is sent, viewed, or paid, its status updates in real-time for your entire team. Your office and field techs always know a job’s payment status without having to call and ask, keeping everyone on the same page.

Seamlessly Create Invoices from Jobs Pull job details directly from a service call into a professional invoice in just a few clicks. Our software streamlines the entire process from quoting to getting paid, eliminating double-entry errors and saving countless administrative hours.

Present Tiered Options to Increase Job Size Instead of just billing for a basic repair, use our estimating tools to build tiered proposals (e.g., “Good-Better-Best” options for a water heater replacement). This empowers customers to choose what fits their budget and often increases your average job value before you even create an invoice.

Ready to Get Paid Faster?

Creating receipts by hand slows your business down. Our free template is the first step to speeding up your process, letting you create professional, organized receipts in a fraction of the time. When you’re ready to put your billing on autopilot, Housecall Pro software can automate the entire workflow, from invoicing to payment.

Try Housecall Pro free for 14 days — and turn every plumbing receipt into faster payments and repeat business.