Fire Extinguisher Service Invoice Template
A fire extinguisher service invoice should list every unit serviced by location and type, separate annual inspection from six-year maintenance, hydrostatic testing, and recharge, itemize each deficiency found and corrected, and state the service date and next due date. ShowTheReceipts saves those lines as reusable per-unit rates so a thirty-unit building bills in one pass instead of thirty.
Header block
- Business name, license / certification number, phone
- Building name, address, and suite or floor
- Contact who signed off on site
- Service date and next due date
- Invoice number and payment terms
Service lines by type
- Annual inspection — quantity × per-unit rate
- Six-year maintenance — quantity × rate
- Hydrostatic test — by cylinder type and size
- Recharge — by agent type (ABC, CO2, K-class, clean agent)
- New unit supplied and installed — including bracket, signage, tag
- Cabinet or signage work
- Site minimum or trip charge
The deficiency section
A short table, one row per finding: unit location, deficiency, action taken or recommended, price. Include the ones the customer declined, marked declined.
The deficiency list is the part of the invoice that still matters two years from now.
Totals and terms
Subtotal, tax where applicable, deposit or account credit, balance due. Commercial accounts pay on terms — net 15 or net 30 — and those terms belong on the invoice, not in a verbal understanding with a property manager who’ll probably have a different job by renewal.
What not to do
- Don’t invoice a building as one lump “fire extinguisher service” line
- Don’t omit the next-due date — it’s your renewal and their compliance record
- Don’t leave declined repairs off the paperwork
- Don’t wait until the office to send it; the signature is on site and so is the invoice
Frequently asked questions
Should each extinguisher be its own line?
Group by service type and quantity — 'annual inspection, 22 units' — but keep locations and any unit-specific work identified. The building manager needs to reconcile your invoice against their floor plan, not just see a total.
What compliance details belong on the invoice?
Service date, next due date, your license or certification number, and the unit count by type. The invoice frequently becomes the document handed to an inspector or insurer, so write it as if it will be.
How should I handle deficiencies the customer declined?
List them on the invoice as reported and declined. It costs one line and it is the entire difference between a documented recommendation and a liability you absorbed silently.
Do I charge a trip fee on small sites?
Yes — a site minimum. Four extinguishers in a strip-mall suite doesn't cover the drive at per-unit rates, and a stated minimum is far easier to defend than an inflated unit price.