Snow Removal Invoice Template
A snow plow invoice that carries its own service record: every event's date, depth, times and salt, with the charge beside it, so the property manager can check the bill and approve it.
It bills per push or as a seasonal installment, and comes filled in for one example month at the prices on the estimate template, so the numbers on it add up.
- example month
- 2 events
- billed per push
- $1,055
- seasonal installment
- $780
The Snow Removal Invoice
Replace everything in [brackets]. Under a per-push contract, bill Section 2 and delete Section 3; under a seasonal contract, bill Section 3 and keep Section 2 as the record.
SNOW AND ICE MANAGEMENT INVOICE [YOUR COMPANY NAME] [Address] - [Phone] - [Email] Invoice #: [I-0112] Invoice date: [Month Day, Year] Service period: [December 1] to [December 31, Year] Payment due: [Net 14], by [Month Day, Year] BILL TO [Name], [Title], [Management Company / Owner Entity] [Billing address] Property: [Property Name], [Property Address] Contract: [Per-Push Agreement / Seasonal Contract] of [Date] PO / work order #: [______] 1. MEASURED SCOPE, FROM THE CONTRACT Parking lot and drive lanes ......... [48,000] sq ft Walks, entries and dock approach .... [2,400] sq ft ...................................... ([480] linear ft) 2. SERVICE RECORD AND CHARGES Every visit in the service period, as recorded under the contract. Accumulation is read where the contract says. Event 1 - [Dec 4] - [3] in at [the NE corner stake] Plow lot, [05:10] to [06:05] ...... $[115] De-ice lot, [528] lb salt ......... $[275] Walks and entries ................. $[______] Event 2 - [Dec 11] - [4] in at [the NE corner stake] Plow lot, [04:40] to [05:35] ...... $[115] De-ice lot, [528] lb salt ......... $[275] Walks and entries ................. $[______] Ice event - [Dec 12] - refreeze, no new snow De-ice lot, [528] lb salt ......... $[275] Noted on site: [cars left in rows C-D, cleared on return] Plowing, [2] pushes ................. $[230] De-icing, [3] applications .......... $[825] Walks and entries ................... $[______] Hauling and loader hours ............ $[______] Subtotal ............................ $[1,055] Sales tax, where it applies ......... $[______] Total due ........................... $[1,055] 3. SEASONAL CONTRACT - BILL THIS INSTEAD OF SECTION 2 Installment [2] of [5] .............. $[780] [Year]-[Year] season. Due [December 1], whatever the month's snowfall. Events to date: [2] of [10]. De-icings to date: [3] of [10]. Beyond the contract's limits, at its per-push rates ...................... $[______] Attach the service record for the period either way. 4. PAYMENT Pay by [check to the address above / ACH / card link]. Late payments accrue [1.5]% per month as the contract allows. Questions about this invoice: [Name], [Phone], [Email].
A working template, not tax or legal advice. The prices and the late charge it bills are the ones in your contract.
Section by Section: What Gets It Paid
A snow invoice is read by someone who was not there for the storm. Each section answers a question they would otherwise have to call you to ask.
Header and bill to
Gets the invoice to the person who can approve it.
Invoice number, invoice date, the service period and a due date, then the billing contact, the property, the contract it bills under and any PO or work-order number. Management companies pay through accounts payable, and an invoice without the PO they issued is an invoice that waits.
1 · Measured scope
Ties the bill to the areas the contract priced.
The plowed lot, the walks and their length, copied from the contract's scope: 48,000 sq ft of lot on the example. A manager who can see that the invoice and the contract describe the same pavement has one less reason to send it back.
Measure the lot →2 · Service record and charges
Shows each visit, so each line can be checked.
One block per event: the date, the depth and where it was read, the start and finish times, the pounds of salt, and the charge. The example bills 2 pushes at the estimate's $115 and 3 de-icing applications at its $275, one of them a refreeze with no plowing, for a $1,055 subtotal. A "noted on site" line records anything that slowed the work.
Where those prices come from →3 · Seasonal installment
Bills a fixed season on schedule, whatever the weather.
Under a seasonal contract this section replaces Section 2: installment 2 of 5, $780 on the example's $3,900 season, with the events used so far against the contract's 10. Work beyond the contract's limits is billed at its per-push rates on the same invoice.
The seasonal contract →4 · Payment
Says how to pay and who to ask.
The payment methods you take, the late charge the contract allows, and a named person with a phone number for questions. Write the late charge only if the contract has one; an invoice cannot add terms the manager never signed.
When to Send It
The contract decides the billing schedule. These are the three it usually sets.
After each event
Per-push work for small accounts and one-off calls.
Send it the morning after the storm while the visit is fresh. It is the fastest money and the most paperwork: a winter with ten events is ten invoices for the same property.
Monthly
Per-push contracts with a property manager.
One invoice for the calendar month, with every event in it. Accounts payable gets one document a month, and the service record on it is the month's log. The template is laid out this way.
Seasonal installments
Seasonal contracts.
The season split into equal payments on fixed dates, 5 on the example. Bill Section 3 on each date whether it snowed or not, and still attach the record, because a manager checking the event cap needs it.
Estimate, Then Contract, Then the Invoice
The invoice is the last of three documents, and it should agree with the first two: the same areas as the estimate, the same prices and limits as the contract.
1July – August
Estimate
The price for this property: measured scope, service standard, per-push and seasonal options.
Estimate template →2On acceptance
Contract
The terms the price is paid under: trigger, response, stacking, insurance, indemnity.
Contract template →3Every event, billed monthly
Invoice
The service record and the charge, against the contract's prices. It is what gets you paid.
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Snow Removal Invoice FAQ
What goes on it, when to send it, and how to bill the odd visit.
An invoice number and date, the service period and a due date; the billing contact, the property, the contract and any PO number; the measured scope from the contract; a service record for every visit (date, depth and where it was read, start and finish times, salt applied) with the charge beside each; a subtotal, tax where it applies and the total; and how to pay. The template on this page has all of it, filled in for an example month.
Monthly suits most commercial accounts: one invoice per property per month, listing every event, is what an accounts-payable department expects. Invoice after each event when the account is small, the work was a one-off call, or the contract says so. Under a seasonal contract, bill the installment on the dates the contract sets.
Because it is the part that gets checked. A property manager approving a bill for three visits wants to see three dates, three depths and the times the crew was on site, and a bill that shows them is approved without a phone call. The same record is the log you need if a slip-and-fall claim names the property later, so writing it on the invoice means it is written down.
It depends on the state, and on whether the work counts as a taxable service there. Some states tax snow plowing and some do not, so ask your state's department of revenue once and set the line accordingly. The template keeps a sales tax line you can fill in or delete.
As its own event in the service record, with no plowing line: the date, a note such as "refreeze, no new snow", the salt applied and the per-application charge. The ice event on the example is one, billed at the estimate's $275 application price. Whether a salt-only visit counts against a seasonal contract's event cap is a contract term, so check that clause before you count it.
No. SurfaceMeasure measures the lot and walks from satellite imagery and produces the quote, with the traced property on it and a link the manager can accept online. The invoice that follows is this template: download the Word file once, put it on your letterhead, and copy the measured scope from the quote into Section 1. Jobs keeps the job from measured to paid, so mark it paid when the check clears.
Where the Numbers Come From
The example bills the estimate template's prices for the same lot, which are the bid guide's worked numbers at the calculator's starting inputs, inside the published $50-$200 hourly band for commercial lot plowing. The plowing times are that lot at the low end of its machine's production range, and the salt is the calculator's starting application rate. The bands and their sources are on the snow removal pricing calculator; the method is in how to bid snow removal jobs.
The Rest of the Snow Paperwork
The estimate, the contract and the numbers behind them.
Win Next Winter's Accounts First
Measure the lot, the walks and the stacking areas on satellite imagery, and send a PDF quote with the traced property on it and a link the manager can accept. First week free, card required.