Invoicing Homeowners: Best Practices & Free Template

Getting paid on time can be a struggle for roofing businesses. Being clear about how much is owed, when payment is due, and how homeowners can pay can help make it easier for you to get paid! And how you invoice homeowners (and actually invoicing them) is a big part of this.

Your payment process and how you communicate payment to homeowners can be the most overlooked yet essential parts of this process in invoicing homeowners correctly.

In this guide, we're talking about small business invoicing tips explicitly, including why invoices are so important, the benefits of digital invoices, what to include in an invoice, and some software options to make online invoicing (and payment!) easy.

A free document template of an invoice is at the BOTTOM of this blog!

Why you need to invoice your customers

Some roofing businesses may rely on verbal agreements or informal payment requests, but sending a proper invoice is a must. Here's why:

• Legal protection: A clear invoice serves as a binding record of the agreed-upon work and costs.
• Professionalism: Invoices demonstrate that your business is organized and credible.
• Better cash flow: Having structured invoices ensures that payments are requested and received promptly.
• Easier tracking: A formal invoicing system helps track pending payments and overdue accounts.
• Reduces miscommunication or misunderstanding: Invoices eliminate the opportunity for homeowners to claim they didn't know when they had to pay you, or how they should pay you. Putting all this in black and white will give you a leg up and help you get paid on time—or early!

The benefits of digital invoices

Gone are the days of paper invoices. Digital invoices offer numerous advantages for both roofing businesses and homeowners:

Benefits for your business:

• Faster payments: Online invoices often include a direct payment link, making it easy for customers to pay immediately.
• Automation: Digital invoicing software can automate payment reminders, reducing follow-ups.
• Reduced errors: Pre-set invoice templates help minimize mistakes and ensure accuracy.
• Better record-keeping: Cloud-based invoices can be stored and retrieved easily, eliminating lost paperwork.

Benefits for homeowners:

• Convenience: Customers can receive and pay invoices from their phone or computer.
• Transparency: Digital invoices provide clear breakdowns of services and costs.
• Security: Online payments are secure and eliminate the risks of handling cash or checks.

What to include in an invoice

A great invoice should be clear, itemized, and easy to understand. Here’s what to include:

1. Your business details: Business name, logo, contact info, and license number (if applicable).
2. Invoice details: Unique invoice number, issue date, and due date.
3. Customer information: Homeowner’s name, address, and contact information.
4. Job description: A brief summary of the roofing work completed.
5. Line item breakdown: Including 1) Description of services or materials used; 2) Quantity of each item; 3) Unit price; 4) Total for each item
6. ‍Subtotal and taxes: Clearly separate taxable and non-taxable items.‍
7. Payment terms: Due date, accepted payment methods, and late payment policies. If you are okay with payment plans or expect a deposit, that should be in there, too. ‍
8. Notes and disclaimers: Any warranties, additional terms, or special instructions.

Invoicing process best practices for small roofing businesses

There are some really simple best practices that you should absolutely follow when invoicing homeowners.

Whether you're a new roofing business or an established business looking to review their practices, this list will give you an idea of what you should start (or already be) doing.

1. Send invoices promptly: The sooner you send invoices, the sooner you'll get paid. You should send them the day the job takes place.

2. Use clear and professional formatting: Promoting yourself as a professional company continues beyond the pitch and job installation. Your invoice perpetuates the image of you as a high quality roofer. Include your company logo and contact information an easy-to-read layout with a breakdown of costs.

3. Put everything in the invoice: If homeowners are paying for it, include it. And be specific; Avoid vague terms like "Roof Repair".

4. Offer multiple payment options: Accept credit cards, bank transfers, and digital payments to make it easy for homeowners to pay, which means they'll pay you quicker.

Invoicing best practices in Roofr

Roofr makes it easy to create, manage, and track invoices seamlessly within your existing workflow. Here’s how:

1. Create an invoice in Roofr

• Navigate to the job you want to invoice.
• Click "Create Invoice" in the invoice section.
• Ensure a customer is assigned to the job before proceeding.

2. Customize the invoice header

• Add your business logo.
• Check the invoice number, status, and due date.
• Edit company details if necessary.

3. Add and edit line items

• Select items from your catalog.
• Adjust pricing, quantity, margins, and taxes.
• Save and preview before sending.

4. Send the invoice and track status

• Email customers a link to their invoice.
• Monitor payment status directly in Roofr.
• Use filters to sort invoices by due date, amount, or status.

We have help articles to walk you through this process if you're looking for more help.

Invoicing template

Here's a basic template for what you should include and the order to include it. You can use this when building out your own template. OR, you can download the document attachment at the bottom of this blog if you use paper invoices.

[Your Business Name]

[Your Business Address]

[City, State, ZIP]

[Phone Number]

[Email Address]

[Website]

Invoice #: [Number]

Date: [MM/DD/YYYY]

Due Date: [MM/DD/YYYY]

Bill To:

[Homeowner’s Name]

[Homeowner’s Address]

[City, State, ZIP]

[Phone Number]

[Email Address]

Description of Services:

Item Quantity Unit Price Total Roofing Materials Labor Additional Services

Subtotal: $XX.XX

Taxes: $XX.XX

Total Due: $XX.XX

Payment Terms:

Payment is due by [Due Date]. We accept [Payment Methods]. Late payments may be subject to a fee.

Notes:

Thank you for your business! If you have any questions, please contact us at [Your Email or Phone].

Best invoicing software for roofing businesses

Investing in the right invoicing software can streamline payments and improve your business operations. Here are five top options:

1. Roofr – Integrated with job management tools, easy online payments, and QuickBooks integration coming Summer 2025.
2. QuickBooks – A popular accounting tool with invoicing features and business financial tracking.
3. Jobber – Ideal for home service businesses, offering scheduling, invoicing, and payment tracking.
4. Housecall Pro – A field service management tool with built-in invoicing and automated payment reminders.
5. FreshBooks – A simple invoicing and accounting solution for small businesses.

Smart invoicing helps you get paid quicker

Invoicing is a crucial part of running a successful roofing business. By using best practices and digital tools like Roofr, you can streamline your payment process, improve cash flow, and enhance customer experience. If you’re ready to make invoicing easier, try Roofr’s invoicing feature today!