Download the templates
- Plumbing quote template (.xlsx): itemised parts and labour, quote validity date, what's included and excluded, and an acceptance section.
- Plumbing invoice template (.xlsx): invoice number, supply date, due date, payment details and late payment terms.
Everything in [square brackets] is a placeholder. Replace it with your own details and delete anything you don't need.
What should a good plumbing quote include?
A clear quote wins more work and prevents arguments later. Make sure yours has:
- Your business details. Trading name, address, email and phone. If you are a limited company, your registered name and company number.
- Your Gas Safe registration number on any quote that includes gas work, and WaterSafe or MCS details if relevant to the job.
- The customer's name and job address. These are often different, especially for landlords.
- Itemised parts and labour. Boiler, flue kit, filter, valves, pipework, then labour by day or by job. Customers trust what they can see.
- What's included and what isn't. Making good, removal of the old cylinder, power flushing, building control notification.
- Quote validity. Parts prices move. State how long the price is held.
- VAT. Say whether prices include or exclude VAT. If you are VAT registered, show it separately.
- Deposit and payment terms. If you want a deposit before ordering a boiler, say so on the quote.
What must a plumbing invoice include?
GOV.UK lists what every invoice must include (as of October 2026):
- a unique identification number
- your business name, address and contact information
- the customer's name and address
- a clear description of what you're charging for
- the date the work was done (supply date)
- the date of the invoice
- the amounts being charged
- VAT amount, if applicable
- the total amount owed
For limited companies, GOV.UK says to use the full company name as it appears on the certificate of incorporation.
If you are VAT registered, GOV.UK says invoices must "include your VAT number and display the VAT separately" (as of October 2026). The standard rate is 20%, which is the rate built into the template.
Also add:
- Payment terms. A due date, not just "please pay promptly".
- How to pay. Bank details, a payment link or both.
- Late payment. For business customers, GOV.UK says statutory interest on late commercial payments is "8% plus the Bank of England base rate" unless your contract sets a different rate (as of October 2026).
- Your Gas Safe number on gas jobs, matching your quote.
How do the templates work?
Each template has a simple table of lines. Type a description, quantity and unit price, and the line total fills in. The subtotal adds up the lines automatically.
At the top there is a VAT registered cell. Set it to Yes and the template adds VAT at 20%. Set it to No and VAT shows as zero, so the total equals the subtotal.
Both files are set up to print neatly on a single A4 page. Save a copy per job, or export to PDF and email it.
Tips for using the templates
- Save a master copy with your details filled in, then "save as" for each new job.
- Number in order. Use a simple sequence, such as INV-0001, INV-0002, and never reuse a number.
- Keep copies. Store every quote and invoice you send, in one folder, for your records and your accountant.
- Match your website. Business name, address and registration numbers should be the same on your paperwork, van and site.
When should you move from templates to software?
Templates are fine for a handful of jobs a week. Once you're juggling certificates, service reminders, scheduling and chasing invoices, job management software usually earns its keep. We compare the main options, with prices, in our guide to the best plumbing software in the UK.
If you want quote requests to arrive from your own website rather than lead sites, see plumbing website design, or connect your booking form to your job software through plumbing software integration.
Frequently asked questions
Are these plumbing templates really free?
Yes. Download them, edit them and use them for your own plumbing or heating business. There is no sign-up and no email required.
Do the templates work in Google Sheets?
Yes. Upload the .xlsx file to Google Drive and open it with Google Sheets. The formulas for line totals, subtotal, VAT and total carry across.
How do I turn VAT on or off?
Change the VAT registered cell to Yes or No. When it says Yes, the template adds VAT at 20% to the subtotal; when it says No, VAT shows as zero.
Should I put my Gas Safe number on a quote?
If the job includes gas work, yes. It lets the customer check you on the Gas Safe Register before you start, and it should match the number on your website and van.
How long should a plumbing quote be valid for?
That is your choice, but always state it. Parts prices change, so a short validity period, with a note that the price will be reviewed after it expires, protects you.
What payment terms should a plumber put on an invoice?
State a clear due date, such as payment on completion or within a set number of days, plus how to pay. For business customers, GOV.UK says statutory interest on late payment is 8% plus the Bank of England base rate unless your contract says otherwise.