You started as a roofer. But now, as a business owner, you’re so much more. You’re a marketer and team leader. You’re a professional networker and sales extraordinaire.
You also need to be financially savvy—and this includes creating professional roofing invoices.
Stumped on what to do when it comes to creating and sending a roofing invoice template? Welcome to roofing 101, where we’ll guide you through the process step by step.
First, we’ll explore why creating a detailed and accurate roofing invoice is so important. Then, we’ll give you instructions on how to write one.
We’ll walk through payment terms and policies and explain the benefits of using a template. We’ve also included a free roofing invoice template for you to use with your customers. To finish up, we’ll share our final tips.
Walk away from this guide with all the insight and skills you need to deliver impactful invoices. Billing doesn’t have to be another annoying admin task. It can contribute to the customer experience.
The Importance of Creating a Detailed Roofing Invoice
An invoice is essentially a bill. It’s the document you send to your clients to request payment. But that’s not the only objective. A roofing invoice also:
- Shows your clients exactly what they are paying for. The benefits? Win their trust with upfront and honest pricing.
- Outlines your payment terms so you get paid on time. The benefits? Invest in your business’s growth with more reliable and steady cash flow.
- Makes sure you are reimbursed for all the work you’ve done and materials you’ve supplied. The benefits? Protect your profit margin so your business’s finances stay healthy.
You can’t achieve these outcomes unless your invoice is accurate:
- Overcharge your clients, and you’ll face a payment dispute that fractures your relationships.
- Undercharge them, and watch your profit margin dwindle.
- Fail to provide clear payment terms, and spend far too many hours chasing unpaid bills.
In contrast, a well-structured invoice delivers these advantages:
- On-time payments
- Fewer misunderstandings
- Stronger trust with clients
- A professional reputation
- Greater brand recognition
RELATED ARTICLE: 9 Essential Elements Every Roofing Contract Should Include
Creating a Professional Roofing Invoice
Competition in roofing can be stiff. According to IBISWorld research, roofing is a highly fragmented industry.
This means there are a lot of contractors just like you serving local areas. These contractors go head-to-head to win jobs. The good news? Revenue is expected to increase by 1.3% in 2024.
To capitalize on this growth, you need to pull out all the stops. Every client interaction needs to be outstanding—from the initial call right the way through to invoicing.
Your invoices need to be clear, complete, and accurate. Make sure of this by including these critical elements:
- Your business branding and contact details: This tells the client who the invoice is from.
- A unique invoice number: This helps you keep track of payments.
- The scope of work: This explains what the job includes.
- A breakdown of costs: This is an itemized list of labor and materials and how much each cost.
- Your payment terms: These tell the clients how and when to pay you.
- The due date: This is when the client needs to pay you by. You might charge a late fee if they don’t pay by this date.
How do you arrange all these elements into one neat, easy-to-read document? Follow these six steps.
Step 1: Invest in Invoicing Software
You can handle invoicing manually, but it demands excellent organization and more time. On the other hand, invoicing software can simplify the process, making it quicker and more precise.
The best software solutions:
- Enable you to create professional invoices in just a few clicks.
- Automatically calculate your totals, reducing the risk of errors.
- Produce sleek, branded invoices that your clients can read easily.
- Maintain your margins by applying markups or discounts, ensuring profitability on every job.
FROM ONE OF OUR PARTNERS: The 7 Best Invoice Software Options for Small Businesses
Step 2: Use a Roofing Invoice Template
Whether you choose to use software or not, a roofing invoice template can be a huge help.
A template is a fill-in-the-blanks document. It’s premade and laid out. It includes spaces where you can enter the details of the job.
This means you don’t have to create your invoices from scratch every time. Instead, all you do is copy your template, add the relevant details, and you’re done.
Step 3: Customize Your Template to Suit Different Jobs
A roofing invoice template is an excellent starting point. But you’ll need to customize it to suit different jobs.
For example, a roof replacement will include lots of materials. You’ll need to list these out in your invoice. A roof inspection, on the other hand, won’t include materials. So, you don’t need a materials section on your invoice.
It’s a smart idea to make a separate template for each of the services you offer.
Step 4: Add Your Company Branding
“Contrary to popular belief, companies don’t sell products — they sell branding. They sell experiences, feelings, and ideologies.”
What experiences and feelings do you want your clients to have? How can you use your branding to reflect this?
For example, maybe your brand is all about being friendly and local. You love where you live and work and want to contribute positively to the community.
By adding your logo, using company colors, and even tweaking the tone of voice, you can reflect this brand in your invoice.
This creates a cohesive and consistent brand identity. It inspires brand recognition, which can encourage loyalty.
Step 5: Gather All the Relevant Information
This is the step where you add in all the details of the job. Include:
- The client’s name and job site address
- The date the invoice is issued
- The project’s scope
- The materials you used, including the brand, color, and quantity, where relevant
- The labor, including the hourly rate and number of hours or the flat fee
- Any extra fees or expenses
- When payment is due
Step 6: Calculate the Total Cost (And Double-Check the Total)
You’ve listed out the labor and materials. Now, add up all the costs. Put the total amount owing on its own line so it’s very easy to see at a glance.
If you’re not using software, you’ll need to do this manually. Be very careful and be sure to double-check the total before you hit send.
RELATED ARTICLE: Step-by-Step: How to Draft a Roofing Contract
Roofing Invoice Payment Terms and Policies
Your payment terms and policies are one of the most crucial parts of your invoice. They cover all the logistical aspects of payments.
To make sure your terms are comprehensive, follow these tips:
- Set the due date. Give your clients some time to pay. Generally, invoices are due within seven to 14 days.
- Detail the payment schedule. Is the total due in one lump sum? Or will the payments be collected in stages that correspond to work milestones?
- Explain the methods of payment you accept. It’s best practice to offer several options, like credit cards, ACH payments, checks, and online transfers.
- Outline what happens if the payment is late. You might charge a late fee, for example. This can help encourage on-time settlements.
- List out any warranty information. Include the scope of the warranty and the duration. Make it clear which services or materials are covered.
- Add a note about any taxes or fees that apply.
- Provide your contact details. Encourage your clients to reach out if they have any questions or concerns. It’s better to be proactive than wait for a dispute.
The Advantages of Using a Professional Roofing Invoice Template
You want to give your client the best possible experience. At the same time, you need to be realistic. There are only so many hours in the day.
If you can find shortcuts that both save you time and delight your customers, that’s a huge win. A roofing invoice template is one of those shortcuts. It simplifies the process for you and your clients—here’s how:
- You don’t have to start with a blank page. You have a premade document that’s organized and branded. All you have to do is fill in the blanks.
- Your clients get a clean and legible invoice. They can see precisely where their money is going. They know how to make a payment, too, and when it’s due. This transparency builds trust.
Getting started with a roofing invoice template isn’t hard, either. Follow these steps:
- Create space for all the important information. The template will likely already have fields for your company details, client information, invoice number, and the services provided. You simply add in the details relevant to the job.
- Don’t be afraid to customize the template with on-brand design elements. This creates a polished finished product. You can edit the color scheme and change the font. Just be sure the design is still legible.
- Add your logo. This makes sure all your print and digital materials are consistent, which builds brand recognition.
FROM ONE OF OUR PARTNERS: The 8 Top Business Insurance Options for Contractors
Final Tips for Creating Effective Roofing Invoices
Make sure your invoices help rather than hinder your business. Follow these quick tips:
- Research invoicing software. Software solutions can make invoicing so much quicker. It can automate your calculations, too, so you’re less likely to make mistakes.
- Customize your roofing invoice template. Add your branding to make it look more professional. Be sure to include your contact details. That way, your clients can reach out with any questions.
- Map out your process. What is your current invoicing workflow? Where do delays occur? Use this insight to make changes. For example, if your clients often pay late, you might introduce a late fee.
- Use automatic calculations. Even if you decide against using software for now, automate your calculations. You can do this in Excel, for example. This can prevent awkward mistakes.
