Pool Equipment Installation Invoice Template (Free)
A pool equipment invoice needs each unit listed by make, model, and serial, the plumbing and electrical work performed with licensing noted, removal and disposal of the old equipment, startup and programming, the manufacturer warranty registration reference, and any utility rebate documentation for variable-speed pumps. Copy the template below, or use software that saves those rates and keeps the serial numbers on the job record.
What belongs on the invoice
- Business name, license numbers, contact info
- Customer name, property address, phone
- Each unit — make, model, serial
- Removal and disposal of old equipment
- Plumbing — replumb, unions, valves
- Electrical — with license and who performed it
- Startup, programming, and owner walkthrough
- Warranty registration reference
- Rebate documentation, where applicable
The template
[Your Business Name] · License #________
[Phone] · [Email]
Invoice #____ Date: __________
Bill To: [Customer Name] Phone: __________
Property: _____________________________________
Pool volume: ______ gal
EQUIPMENT INSTALLED
Pump: [make/model] Serial: ____________
Filter: [make/model] Serial: ____________
Heater: [make/model] Serial: ____________
Automation/other: ____________ Serial: ______
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Description Amount
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Removal + disposal of old equipment $______
Variable-speed pump $______
Filter [cartridge / DE / sand] $______
Heater [gas / heat pump] $______
Salt cell / chlorinator $______
Automation + controller $______
Replumb — unions, valves, fittings $______
Electrical connection (licensed) $______
Gas line connection (licensed) $______
Equipment pad work $______
Startup, programming + walkthrough $______
Rebate documentation package $______
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Subtotal $______
Tax (if applicable) $______
Deposit received -$______
Total Due $______
WARRANTY: Equipment per manufacturer, registered
ref #______. Labor ___ yrs.
REBATE SUBMITTED: [yes / no] Program: _________Program it and walk them through it
A variable-speed pump running on the wrong schedule wastes the entire reason it was bought in the first place. Programming plus a walkthrough is a billable line, and it’s what stops the callback where the customer says the new pump “isn’t saving anything.”
Register the warranty for them
Two minutes on a manufacturer’s site, recorded on the invoice. Customers almost never do this themselves, and they only find out in year four when something fails — being the contractor who handled it is worth a lot more than the couple minutes it takes.
Skipping the copy-paste
Software with your equipment lines, plumbing, and startup rates already saved builds this right at the pad, with the serial numbers captured on the job record.
Frequently asked questions
Why record serial numbers?
Because warranty claims require them and customers lose paperwork immediately. Serials on the invoice mean a failed pump in year three is a warranty claim you can file in minutes instead of a site visit to read a label.
Should I handle the rebate paperwork?
Yes, and bill it. Variable-speed pump rebates are common and worth real money to the customer, the submission is genuine administrative work, and being the contractor who handles it is a meaningful differentiator on a competitive quote.
How should electrical work be shown?
As its own line, with who performed it and under what license. Pool equipment sits at the intersection of water and electricity — documenting the licensed work is a liability matter, not a formality.