Well & pump service

Well Pump Repair Invoice Template (Free)

By ShowTheReceipts · Updated

Short answer

A well pump invoice records the well depth, pump model and horsepower, wire size, and pipe used, then bills the service call, equipment, and depth-based labor separately. Copy the template below, or use software that keeps those specs on the customer for the next failure.

What belongs on the invoice

  • Business name, contact info, license number
  • Customer name and property address
  • Well depth, static level, pump setting depth
  • Pump make, model, HP; wire size; pipe type and length
  • Line items — service call, equipment, depth-based labor, wire/pipe, disposal
  • Total due and terms

The template

[Your Business Name]
[Address] · [Phone] · [Email]     Lic #______

Invoice #____        Date: __________
Bill To: [Customer Name]
Property: ______________________

WELL DATA
Depth: ____ ft   Static level: ____ ft   Pump set at: ____ ft
Pump: [make / model / HP]   Wire: ____ ga   Pipe: [type] ____ ft

--------------------------------------------------
Description                              Amount
--------------------------------------------------
Service call / diagnostic                $______
Pump — [make / model / HP]               $______
Wire — ___ ft @ $___                     $______
Pipe / drop line — ___ ft @ $___         $______
Pressure tank / switch / fittings        $______
Labor — depth bracket [___] @ $___       $______
Old equipment removal & disposal         $______
--------------------------------------------------
Subtotal                                 $______
Tax (if applicable)                      $______
Total Due                                $______

Accepted: [card / check / link]

The well data block is the point

Ten years from now, this is the only place that information exists.

Customers lose paperwork, and wells don’t get re-measured for free. Whoever’s got the record wins the callback.

Skipping the copy-paste

Keep those specs on the customer record instead of a printed page in a drawer, and the next call starts with the right pump already on the truck.

Frequently asked questions

Why record pump and wire specs on the invoice?

Because in ten years, when that pump fails, those specs turn a two-visit diagnosis into one trip with the right parts on the truck. It's the single most valuable thing on the document.

Should labor be priced by depth?

Yes, by bracket. Pulling 400 feet of pipe is not the same job as pulling 80, and a flat pump-replacement price either loses money deep or overcharges shallow.

Should the service call be credited toward the repair?

It's common to credit it when you do the work, and stating that on the invoice makes the diagnostic fee easy for the customer to accept in the first place.

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