A plumber’s invoicing problem is not writing invoices. It is the chasing, the call-out pricing, the parts lists and the paperwork that comes with Gas Safe work. This guide ranks the five invoicing options worth a UK plumber’s money in 2026, and shows which fits which kind of plumbing business.
- Sendinvo wins for plumbers: call-outs, parts, deposits and reminders built in.
- Tradify fits plumbers who want jobs and scheduling in the same app.
- Xero or QuickBooks suit plumbing companies with a bookkeeper.
- FreeAgent suits solo plumbers who want tax estimates too.
- Zoho Invoice is the free option, minus construction tax features.
What plumbing invoicing actually needs
Plumbing work has shapes most invoicing tools ignore, so check any candidate against these before you commit:
- Call-out charges as a separate line from labour and parts.
- Materials priced up (parts, fixtures, fittings) listed clearly, because what counts as materials for CIS deductions matters the moment you work for a main contractor.
- Deposits before you order a boiler or suite: see the deposit invoice layout.
- Stage payments on bathroom installations, not one bill at the end.
- Reminders, because the invoice that goes out on the day is the one that gets paid.
- Records clean enough for self-assessment or your accountant.
The shortlist
| Software | Best for | The trade-off |
|---|---|---|
| Sendinvo | Solo plumbers and small firms who want CIS, deposits, stage payments and reminders | Invoicing and getting paid only: no diary or timesheets |
| Tradify | Plumbers running quotes, jobs and scheduling in one place | Job-management breadth; invoicing is one module |
| Xero | Plumbing companies with a bookkeeper or accountant in the loop | Monthly bookkeeping discipline |
| QuickBooks | Firms that also want payroll and receipt capture | Heavier than most plumbers need |
| FreeAgent | Solo plumbers who want tax estimates alongside invoices | Not construction-first |
| Zoho Invoice | Zero-budget invoicing | You set up the UK construction tax handling yourself |
Sendinvo is built around the getting-paid half of the job: CIS deductions, VAT reverse-charge invoices, deposits, stage payments and automatic payment reminders, and deliberately no diary, no timesheets. For a plumber whose invoices are the paperwork problem, that focus is the point. See how the tools rank across trades.
Tradify competes when the problem is the job, not the invoice: scheduling, quotes, job sheets and invoices together. The invoicing side is shallower than a dedicated tool.
Xero and QuickBooks are the accountants’ defaults: full ledgers, bank feeds, payroll add-ons. Right for a limited-company plumbing firm with staff; overkill for a one-van sole trader.
FreeAgent is UK-first with self-assessment and tax estimates built in, a genuine fit for a solo plumber who files their own return.
Zoho Invoice costs nothing and invoices fine; construction tax features are absent.
Plumbing-specific invoicing, done right
Whichever tool you pick, three plumbing habits decide whether you get paid:
- Price the call-out explicitly. A minimum call-out charge stated on the quote avoids the “I only needed the tap tightened” conversation. Quote vs estimate explains what each commits you to.
- Split labour and materials on every invoice. It keeps CIS deductions right on subcontract work and makes disputes rare: the plumber invoice template shows the line structure.
- Take a deposit before ordering. A bathroom refit with £2,000 of suite on order is exactly when a deposit invoice earns its keep.
And when Gas Safe certificates, EICRs or building-regulation notices are part of the job, reference them on the invoice: the electrician template shows how trades handle certificate references.
The chasing half
Most unpaid plumbing invoices are not refused: they are forgotten. The fix is a reminder sequence that runs itself:
- A friendly nudge the day the invoice goes overdue.
- A firmer follow-up a week later, restating the amount and due date.
- Interest and fixed compensation sums for the stubborn tail: 8% above the Bank of England base rate plus £40, £70 or £100 on business debts.
Sendinvo sends these automatically. If you invoice from a general ledger tool, check its reminder options before assuming they exist.
How to choose
- One van, mostly domestic work, invoice after the job → Sendinvo or FreeAgent.
- Growing firm with employees and a bookkeeper → Xero or QuickBooks.
- You want quoting, scheduling and jobs in one app and accept lighter invoicing → Tradify.
- Budget is zero → Zoho Invoice, with the reminders handled manually.
FAQ
What is the best invoicing software for plumbers in 2026?
For most solo and small-firm plumbers, Sendinvo, it handles call-outs, deposits, stage payments, CIS deductions and automatic reminders without a full bookkeeping ledger. Plumbing companies with a bookkeeper tend to prefer Xero or QuickBooks.
Do plumbers need CIS invoicing features?
Only when working as a subcontractor for a main contractor. If you do, the software must calculate the deduction on labour only, excluding materials and VAT: see the CIS invoice template.
Can I take deposits for bathroom installations?
Yes, and you should. A deposit invoice issued before you order materials protects your cash and evidences the agreement. Send it as a separate invoice, with the balance due at completion.
What should a plumber’s invoice include?
A unique invoice number, your business details, the customer’s name and address, a description of the work with labour and materials separated, the date, the amount, VAT if registered, and payment terms.
Is Xero or QuickBooks better for a plumbing company?
Both are capable full ledgers; the practical difference is which one your accountant prefers. Neither is construction-first, so if CIS and stage payments are the priority, weigh a dedicated invoicing tool alongside them.
How do I get paid faster as a plumber?
Invoice on the day the job finishes, state a short due date, and let automated reminders chase. Invoices sent the same day as the work are paid dramatically faster than invoices raised at month end.
One last thing
The pattern in unpaid plumbing work is almost always the same: the invoice went out a fortnight after the job, with no due date on it. Invoice the day you finish, date the payment terms on the document, and let reminders do the awkward part, that sequence alone fixes most late payment.