Backflow Test Invoice Template
A backflow test invoice should identify each assembly by make, model, size, serial number, and location, list the test result and date, and separate test fees from repair parts, repair labor, retests, and the water authority's filing fee. ShowTheReceipts saves those as reusable per-device lines so a multi-assembly property invoices in one pass with the next test already scheduled.
Header block
- Business name, tester certification number, phone
- Property address, and the specific location of each assembly
- Test date and next test due date
- Water authority / purveyor name and account number
- Invoice number and terms
One block per assembly
For each device: make, model, size, serial number, location, and result (pass / fail). Then the charges attached to it.
| Line | Typical basis |
|---|---|
| Test | Per device, by size |
| Repair labor | Hourly or flat by assembly |
| Repair parts | Kit, at listed price |
| Retest | Flat, or bundled if you did the repair |
Site-level charges
- Site minimum or trip charge
- Vault / confined space entry — surcharge
- Water authority filing fee — pass-through, at cost
- After-hours or shutdown-window work
Totals and terms
Subtotal, taxes where they apply, amount paid on site, balance due. Commercial properties tend to run on net terms; residential should just pay at the meter — a card link on the invoice is what makes that the default instead of a chase.
What not to do
- Don’t omit serial numbers — the invoice outlives the test report
- Don’t fold the filing fee into your test price
- Don’t leave a failed device without a written repair quote
- Don’t finish the visit without setting next year’s date
Frequently asked questions
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.