Water treatment and softeners

Water Softener Installation Invoice Template (Free)

By ShowTheReceipts · Updated

Short answer

A water softener installation invoice needs the water test results the system was sized from, the equipment by make, model, and grain capacity, plumbing and bypass valve work, drain line and electrical, startup and sanitizing, the equipment and labor warranties, and the recurring service plan referenced with its own schedule. Copy the template below, or use software that bills the filter and salt cycle automatically.

What belongs on the invoice

  • Business name, plumbing license number, contact info
  • Customer name, install address, phone
  • Water test results — hardness, iron, pH, TDS
  • Equipment — make, model, grain capacity
  • Plumbing — bypass valve, tie-ins, loop work
  • Drain line and electrical
  • Startup, sanitizing, and initial salt
  • Warranties — equipment and labor, separately
  • Recurring service plan referenced

The template

[Your Business Name] · License #________
[Phone] · [Email]

Invoice #____        Date: __________
Bill To: [Customer Name]        Phone: __________
Install Address: ______________________________

WATER TEST (dated __/__):
  Hardness ___ gpg · Iron ___ ppm
  pH ___ · TDS ___ ppm · Other: __________

--------------------------------------------------
Description                              Amount
--------------------------------------------------
Water test                               $______
Softener — [make/model], ___ grain       $______
Sediment / pre-filter                    $______
Iron / manganese filter                  $______
RO drinking water system                 $______
UV disinfection                          $______
Plumbing tie-in + bypass valve           $______
Drain line + air gap                     $______
Electrical outlet / connection           $______
Loop installation (new plumbing)         $______
Startup, sanitize + initial salt         $______
Haul-away of old unit                    $______
Labor — ___ hrs @ $___                   $______
--------------------------------------------------
Subtotal                                 $______
Tax (if applicable)                      $______
Test credit                             -$______
Total Due                                $______

WARRANTY: Equipment ___ yrs (manufacturer)
          Labor ___ yrs (us)

SERVICE PLAN: $____ /[visit/year] — filters, salt,
annual sanitize. Billed separately on schedule.

The test results are the sales copy

“Hardness 22 gpg” explains the system better than any paragraph could. It’s also the number the customer will want next year to prove the thing’s working — which is a pretty good reason for them to call you again instead of someone else.

Split the warranties visibly

Equipment warranty is the manufacturer’s; labor warranty is yours. Two lines, two terms — that’s what heads off the call where a customer expects you to replace a failed control head for free in year six.

Skipping the copy-paste

Software with your equipment models, plumbing lines, and service plan saved builds this at the install and starts the recurring filter and salt billing on the same record.

Frequently asked questions

Why print the water test results?

Because they're the reason the system is the size it is. Hardness, iron, pH, and TDS on the invoice justify every dollar of the equipment line and give the customer a baseline to compare against next year.

Should equipment and labor be separate?

Yes. Equipment carries a manufacturer warranty and labor carries yours — they're warranted differently and they should read differently. It also lets a customer who supplies their own unit see exactly what your work costs.

How do I put the service plan on the invoice?

Reference it with its price and schedule, but bill it separately on its own recurring cycle. Listed on the install invoice, it reads as included; billed on its own schedule, it's the recurring revenue that makes the customer worth having.

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