What device details have to be on the invoice?

Make, model, size, serial number, and location — the same identifiers as the test report. When the property changes hands or the utility questions a record, the invoice is often the only copy anybody can find.

Should the filing fee be marked up?

No. Pass it through at cost on its own line, labeled as the authority's fee. It's a published amount the customer can look up, and marking it up costs more trust than it earns dollars.

How do I invoice a failed test?

Bill the test as performed, then quote the repair separately — approved or declined. A failed test is still work you did, and a customer who understands that up front never argues it.

Do I need the customer's signature?

Get one where you can, especially on commercial sites. A signature at the meter plus a card payment closes the job before the property manager's approval chain gets involved.

Backflow Test Invoice Template

Essential header and device identification requirements

Backflow prevention testing is a mandated municipal health and safety service. Unlike standard plumbing receipts, a backflow test invoice serves as a compliance document for city water authorities, fire marshals, and property managers. It must include:

Tester Certification & License Details: State Backflow Assembly Tester certification number, plumbing license number, and calibration date of certified differential pressure test gauge kit.
Water Authority / Purveyor Account Info: Municipal water supplier name (e.g., City Water Department), property water meter ID, and purveyor compliance tracking number.
Assembly Identification (Crucial for Compliance): Make, model, size, serial number, and exact physical location (e.g. Febco 860, 2-inch, S/N #BF-98412, Basement Utility Room North Wall).
Test Result & Annual Due Date: Initial test result (Pass or Fail), test date, and next annual re-test due date.

Free Backflow Test Invoice Text Template

Copy and paste the template below to format professional backflow inspection invoices:

================================================================================
                    CERTIFIED BACKFLOW TEST INVOICE & RECEIPT
================================================================================
TESTING COMPANY:                           INVOICE & COMPLIANCE DATA:
[Your Backflow Testing Business Name]      Invoice Number: BFT-2026-0712
[State Certified Tester License #]          Inspection Date: August 3, 2026
[Gauge Calibration Date & Serial #]        Next Annual Test Due: August 2027

CLIENT & PROPERTY LOCATION:                WATER PURVEYOR DATA:
Property Name: [Commercial Office Complex] Water Authority: City Water Dept
Billing Address: [100 Commercial Pkwy]     Water Account #: WA-8841-09
Site Address: [100 Commercial Pkwy, Bldg B] Compliance ID #: COMP-2026-441

--------------------------------------------------------------------------------
DEVICE #1 IDENTIFICATION & TEST RESULTS:
Assembly Type: Reduced Pressure Zone (RPZ)   Make / Model: Febco 860
Size: 2-Inch   Serial Number: S/N #BF-98412  Location: Main Mechanical Room
Initial Test Status: PASSED (PSID #1: 7.2, PSID #2: 3.1, Relief Valve: 2.4 PSID)
--------------------------------------------------------------------------------
LINE ITEM DESCRIPTION                                          AMOUNT
--------------------------------------------------------------------------------
1. Certified Annual Backflow Test (2" RPZ Device)              $125.00
2. City Water Purveyor Official Filing / Portal Pass-Through   $25.00
--------------------------------------------------------------------------------
DEVICE SUBTOTAL:                                               $150.00

--------------------------------------------------------------------------------
DEVICE #2 IDENTIFICATION & TEST RESULTS:
Assembly Type: Double Check Valve (DCVA)     Make / Model: Watts 009
Size: 4-Inch   Serial Number: S/N #DC-44109  Location: Fire Riser Room
Initial Test Status: FAILED (Check Valve #1 Differential Below 1.0 PSID)
--------------------------------------------------------------------------------
LINE ITEM DESCRIPTION                                          AMOUNT
--------------------------------------------------------------------------------
1. Certified Annual Backflow Test (4" Fire Line DCVA)          $185.00
2. OEM Rubber Repair Kit (Check Valve #1 Seals & O-Rings)      $145.00
3. Assembly Repair Labor & Disassembly (1.5 hrs @ $95/hr)      $142.50
4. Certified Retest & Compliance Resubmission                  $65.00
5. City Water Purveyor Official Filing / Portal Pass-Through   $25.00
--------------------------------------------------------------------------------
DEVICE SUBTOTAL:                                               $562.50
--------------------------------------------------------------------------------
TOTAL AMOUNT DUE & PAYABLE:                                    $712.50
--------------------------------------------------------------------------------

PAYMENT TERMS & COMPLIANCE SUBMISSION NOTICE:
Net 15 Days. Payment accepted via ACH, Credit/Debit Card, or Business Check.
Official test certificates will be electronically uploaded to the City Water 
Purveyor Compliance Portal within 24 hours of invoice clearance.
================================================================================

How to itemize backflow repairs, rubber kits, and re-tests

When an annual backflow inspection fails, transparent itemization prevents customer disputes:

Initial Test Fee ($85–$175 per device): Flat-rate fee for performing the multi-stage gauge test. Always bill this initial testing fee regardless of whether the device passes or fails, as the labor and certified gauge hookup were performed.
OEM Rubber Repair Kits ($45–$250 per kit): Silt, rust, and mineral debris wear down internal rubber diaphragms and check valve seats. List manufacturer replacement parts at standard retail markup.
Repair Labor ($95–$150/hr): Disassembling the valve body, flushing debris, replacing seats/springs, and re-assembling the unit.
Retest Fee ($50–$95): Re-attaching test gauges after repair to verify differential pressure thresholds before submitting final passing paperwork.

Handling water purveyor filing fees and municipal pass-throughs

Never Fold Filing Fees into Test Pricing: Municipal water purveyors and third-party tracking portals (such as BSI Online, XC2, or Tokay) charge filing fees ($10–$35 per report). List filing fees as an explicit, un-marked-up pass-through line item.
Immediate Electronic Submission: Inform commercial clients that test certificates will be uploaded to municipal portals as soon as payment is settled.

On-site workflow for commercial multi-device properties

Commercial properties, apartment complexes, and industrial sites often feature 5 to 20+ backflow devices (domestic lines, irrigation systems, boiler feeds, and fire sprinkler risers):

Pre-Test Device Audit: Walk the site with the facility manager. Verify serial numbers against last year’s city compliance letter.
Batch Invoicing: Group all devices on a single itemized invoice with individual device sub-headings so accounting teams can verify each location.
Automate Next Year’s Inspection: Use your billing app to schedule an automatic annual reminder 11 months from the test date to lock in recurring commercial testing contracts.

For solo plumbers and testing technicians, see our backflow testing invoicing app guide to streamline on-site billing and annual recurring testing reminders, or bill general plumbing work with the plumbing invoice template.

Need the test price first? The backflow test pricing calculator prices a visit by assembly size and device count.