Fire and smoke restoration jobs can vary widely depending on the extent of the damage. One project might only require soot cleaning and odor removal, while another could involve extensive debris removal and replacement of damaged materials.
Because the scope of work can differ so much between projects, preparing the final invoice requires you to account for the specific services your team completed and the charges that go with them.
A fire and smoke restoration invoice template can make this process easier by giving you a consistent format, no matter how much work the project involved.
This guide explains what to include in the template and how to use it to prepare an invoice that accurately reflects the completed job.
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Use this free fire and smoke restoration invoice template to help you prepare your first invoice without starting from scratch. Feel free to customize and print it as needed to match your company's billing format and project requirements.
A fire and smoke restoration invoice typically includes seven main components. Each serves a different purpose, from identifying the restoration project to explaining the final amount due.
Here's what each component covers and why it belongs on the invoice.
This section identifies the restoration company issuing the invoice and the customer responsible for the bill.
It includes the company's name and contact information, along with the customer's name and billing address. Depending on the project, the billing address may differ from the property where the restoration work took place.
These details establish who provided the services and who should receive the invoice. They also give the customer or claims reviewer the correct contact information if they need clarification about the charges.
Invoice and job details connect the bill to a specific restoration project.
The invoice number serves as a unique reference for tracking the bill in the company's accounting records. The invoice date and due date establish when the company issued the invoice and when it expects payment.
Project details typically include the property address and the dates of service. Restoration companies may also use an internal job number to connect the invoice with their project records.
Together, these details help the office team identify the correct invoice when reviewing payments or responding to billing questions.
Insurance and claim information helps connect restoration charges to the corresponding insurance claim.
For insurance jobs, this section typically includes the insurance carrier's name and the claim number. It may also include the insurance adjuster's contact details when the company needs to identify the person handling the claim.
These references help the claims reviewer match the invoice with the correct loss and supporting documentation.
However, insurance information doesn't determine who must pay the invoice. The signed contract and applicable payment arrangements establish the customer's obligations, including any deductible they must pay, and any direct-payment arrangements.
This section explains which restoration services the company completed and how much it charged for each one.
Fire and smoke restoration projects may involve emergency board-up, soot removal, smoke residue cleaning, odor treatment, or debris removal. Depending on the damage, the work may also include contents cleaning, pack-out services, or repair work.
Each line item identifies a particular service and its corresponding charge.
For example, an invoice might list soot removal from interior walls separately from smoke odor treatment. This distinction helps the recipient understand which part of the restoration work each charge covers.
The descriptions should reflect the completed scope and the company's agreed pricing method.
Labor, materials, and equipment costs explain the resources behind the restoration charges.
Labor costs cover the work performed by restoration technicians. When the company bills by the hour, the invoice may show the number of hours and the applicable labor rate.
Material costs account for supplies used during the project, such as cleaning agents or sealing products.
Equipment costs cover items such as air scrubbers and other equipment used during restoration. The invoice may calculate these charges using the equipment's daily rate and the duration of use.
This information helps the recipient understand how the company calculated charges that depend on labor time or resource usage.
The total charges section summarizes the financial amount of the invoice.
It includes the subtotal of all line items and any applicable taxes or additional fees. It also accounts for deposits or previous payments that the customer has already made.
The outstanding balance represents the amount the customer still owes after those adjustments.
For example, a $12,000 restoration invoice with a $2,000 deposit would show a remaining balance of $10,000.
This section gives the customer a clear payment amount and helps the company's accounting team track the unpaid balance.
Payment terms explain when the customer must pay the invoice and which payment methods the company accepts.
They typically include the payment due date and instructions for submitting payment. Companies that accept online payments may also provide a payment link.
The invoice may include additional payment conditions that the signed contract establishes, such as an agreed payment schedule.
These details give the customer the information needed to settle the balance under the agreed terms.
Now that you know what each part of the invoice covers, the next step is to fill out the template using the information from your completed restoration project.
Here's how to prepare the invoice from your job records.
Before entering anything into the template, collect the records that confirm the work your company completed.
Start with the signed contract, the approved estimate, and the final scope of work. Review any approved change orders that added services or changed the original charges.
Then check the job records for labor hours and equipment usage. These details help you confirm the quantities and rates that belong on the invoice.
For insurance jobs, keep the claim number and relevant insurance information available.
Once you have these records, you can complete the template using the final project details without repeatedly checking with the project manager.
Start by entering your company info and contact information in the appropriate fields.
Then add the customer's name and billing address. Review the contract to confirm whether the customer, general contractor, or another party is responsible for payment.
Next, enter the property address and service dates. Assign an invoice number and include the invoice date and due date.
If the project involves an insurance claim, add the carrier's name and claim number.
Before moving on to the charges, compare these details with your job file to make sure everything matches.
With the project information in place, you can start entering the services your team completed.
Review the final scope of work and create a line item for each service, including any installation work, that requires a separate charge.
For example, if your team cleaned soot from interior walls and performed smoke odor treatment, list those services separately when the billing arrangement calls for separate charges.
Next, enter the quantity and applicable rate for each item. For labor, multiply the number of hours by the agreed hourly rate. For equipment, multiply the number of days used by the agreed rate.
Repeat the process until the invoice accounts for all completed services.
After entering the charges, add the line-item amounts to calculate the subtotal, then include any applicable taxes or additional fees under the contract.
Check your payment records for deposits or previous payments related to the project. Subtract those amounts from the total to determine the remaining balance.
For projects with progress billing, compare the invoice with earlier bills to avoid charging twice for the same work.
The final payment amount should match what your accounting records show the customer still owes.
Finally, before sending the invoice, compare the completed template with your final job records.
Use a checklist to confirm that the invoice includes the correct services and quantities. Make sure that the rates match the contract and that the total accounts for previous payments, then review the customer details and payment instructions.
If the customer or insurance reviewer requires supporting documents, including relevant permits, prepare them alongside the invoice.
Once everything matches, save the invoice as a PDF and send it to the appropriate recipient. Keep a copy with the project records for future reference.
Here's an example of what a completed invoice looks like.
Once your team sends the completed invoice, the focus shifts to collecting the outstanding balance.
Restoration companies often manage payments from multiple projects at the same time. As invoice volume grows, tracking outstanding balances and maintaining consistent follow-up can require significant administrative work.
Your collections process should help your team identify which invoices need attention and keep customer communication organized. That way, employees can manage overdue accounts without repeatedly checking spreadsheets or searching through previous emails.
AR Workflow helps restoration companies handle this work through automated email and SMS payment reminders. It also gives finance teams visibility into outstanding invoices so they can track payment activity and manage collections more consistently.
With a more organized collections process, your team can spend less time on repetitive follow-ups while maintaining better control over unpaid invoices.
Having a fire and smoke restoration invoice template can save your team time when preparing invoices for completed jobs.
But if your team still spends hours checking unpaid balances and reminding customers to pay, there's another part of your billing process that deserves just as much attention: your collections process.
AR Workflow helps you improve that process by automating payment follow-ups and giving your team a clearer view of outstanding invoices.
With one platform to track unpaid invoices, send reminders, and collect payments, your team can manage collections without having to juggle multiple tools or handle every follow-up manually.
Your team has already invested considerable time and resources into completing restoration jobs for your clients. Make sure collecting the payments you've rightfully earned doesn't require even more time and resources.
Yes. You can use a completely free fire and smoke restoration invoice template to prepare your invoices without purchasing dedicated invoicing software.
The template provides the basic billing fields, and you can edit it to reflect the completed work and payment terms for each project.
A restoration contractor should send the final invoice after completing the agreed scope of work and confirming all charges. However, the contract may require the contractor to meet specific billing milestones or submit supporting documents before issuing the final invoice.
Each line item should clearly describe the completed service and show how the contractor calculated its cost.
Include quantities and applicable rates, such as square footage for soot cleaning or hours worked for labor charges, so customers and insurance adjusters can understand each charge.
Yes. You can use the same invoice template for fire, smoke, and storm damage restoration since they generally require similar billing information. Just customize the service descriptions and charges to match the completed work for each project.
A fire and smoke restoration invoice may require supporting documents such as the signed work authorization, final scope of work, and approved change orders. For insurance claims, adjusters may also request job photos, equipment logs, or completion records to verify the services and charges on the invoice.