Maintenance Invoice Template

Maintenance invoices should show where the work happened, what type of maintenance was performed, and what tasks were completed.

• Customer name and contact info
• Service address
• Maintenance type (property, building, equipment)

• Work summary (what was done)
• Service period (useful for recurring maintenance)
• Preventive maintenance checklist (optional)

• Labor (hours × rate)
• Service call / visit fee
• Materials and supplies
• Preventive maintenance service fee
• Emergency / after-hours fee

• Subtotal, sales tax, total due
• Payment terms and instructions

Maintenance services use a few common billing structures.

1) Per visit
A set service call/visit fee, often plus labor and materials.

2) Hourly
Labor billed by hours, common for variable work.

3) Monthly maintenance plans
Recurring billing for routine checks and light service. Invoices should include the service period and included tasks.

4) Preventive maintenance
Separate line item or checklist-based fee, often tied to scheduled inspections.

Your invoice should match the agreed model and clearly separate routine work from emergency or additional repairs.

Preventive maintenance invoices can include a checklist summary to show the work completed.

• Filters changed
• Lubrication performed
• Safety checks completed
• Minor adjustments made
• Basic cleaning and inspection

Maintenance work often reveals issues that require additional repair.

• Document additional issues in the work summary
• Quote additional repairs separately and get approval
• Itemize emergency or after-hours fees when applicable