Download Free Environmental Services Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom Environmental Services Invoice Template

Best for:

Logo, permit and chain-of-custody fields.

Editable Environmental Services Invoice Template

Best for:

Edit rates, tests, equipment, surcharges.

Printable Environmental Services Invoice Template

Best for:

Totals, manifest ref, signatures, dates.

Free Environmental Services Invoice Template

Best for:

Sampling, transport, disposal, site notes.

How to Invoice as an Environmental Services Provider

Keep the paper trail tight and explain every charge so clients and auditors sign off fast.

Free Online Invoice Generator

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In 5 Steps:

Confirm the scope in writing, note site conditions, and collect an upfront deposit if required.
Schedule the work, document permits and compliance IDs, and log service dates and time on site.
Complete the work, record labor hours, equipment used, materials moved, and any change approvals.
Build the invoice with clear line items and compliance references, attaching photos, manifests, and reports.
Apply the deposit to the balance, set payment terms, and send the invoice with acceptance instructions.

Free Online Invoice Generator

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What to Include in an Environmental Services Invoice

Use these fields to keep your invoice complete, traceable, and compliant.

Business legal name, address, phone, and email.
License/Certification # (e.g., asbestos, mold, HAZWOPER; check local rules).
EPA ID and/or DOT/MC (if transporting regulated materials).
Client name and billing address.
Service site address and on-site contact.
Invoice number and issue date.
Service dates and time window.
PO/Project/Work Order #.
Permit/Inspection # or Manifest/Chain-of-Custody #.
Payment terms, due date, and accepted methods.

Billing Scenarios for Environmental Services Providers

How to label charges so every invoice makes sense the moment your clients see it.

Emergency mobilization; After-hours surcharge

Emergency spill cleanup after hours

Fast response carries higher readiness and labor costs.

Containment setup; Clearance testing

Mold remediation with containment and clearance testing

You are charging for the controlled setup and the independent verification.

Transport to facility; Disposal fees

Hazardous waste pickup with disposal by weight

Moving regulated waste and tipping at a facility are separate costs.

Sampling and survey; Lab analysis

Asbestos survey with lab analysis per sample

Attach the signed change approval and note the date and approver. If verbal, write a brief confirmation summary and include it.

UST removal; Soil transport and disposal

Underground storage tank removal with impacted soil haul-off

Pulling the tank and managing contaminated soil are different tasks.

Monthly maintenance; Service call

Recurring maintenance visits are billed apart from one-off diagnostics.

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Standard charges and lab fees for environmental services

Itemize labor, sampling, equipment, lab testing, and reports with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Phase I ESA

Time

When scoping a property risk

Qty × hourly rate. Include records review, site walk, interviews, and report to satisfy lender or buyer due diligence.

Field Sampling & COC

Time

When collecting media samples

Qty × hourly rate. Document chain-of-custody, sample IDs, and preservation to keep data defensible.

Lab Analysis (Pass-through)

Item

When third-party lab is required

Pass-through as billed. Attach lab invoice and methods; keep markup policy consistent and disclosed.

Spill Response Call-Out

Item

When dispatching an emergency crew

Qty × call-out fee. Covers mobilization readiness; log time on site separately under labor.

Remediation Crew Labor

Time

When abating contamination

Hours × hourly rate. Track crew size, PPE level, and scope notes to support change orders.

HEPA Air Scrubber Rental

Item

When controlling airborne dust

Days × day rate. Include unit count and serials; document filter changes in site log.

Erosion Control Materials

Item

Taxable

When installing silt fence/wattles

Qty × unit cost. Materials left on site are customer-owned; list installation labor on a separate line.

Haz Waste Transport & Disposal

Item

When shipping regulated waste

Tons × disposal rate + trips × haul rate. Attach manifests; keep profiles and weights with invoice.

Permit/Notification Filing

Item

When agency filing is required

Qty × filing service fee. Includes paperwork prep and tracking; list government fees as pass-through if separate.

Clearance Monitoring & Report

Time

When verifying remediation success

Hours × hourly rate. Run air/dust checks, compare to criteria, and issue a signed clearance report.

Save and reuse your sampling and lab fees

Create a free account and save sampling rates, equipment time, and lab fees once, so nothing gets retyped.

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Common Environmental Services Invoicing Mistakes

Invoices get questioned when compliance and scope are not obvious. Use these fixes to make approvals simple and avoid slow pay.

Mistake

How to fix it

Missing compliance identifiers causes client or regulator rejection and payment delays.

List license and certification numbers, any required EPA ID or DOT/MC, and permit or inspection references on every invoice. Add a manifest or reference number when applicable.

Vague scope and exclusions invite disputes over what was included.

Add a one-line scope summary and a short exclusions note referencing the signed scope document. Keep it consistent with your work order.

Break out labor, consumables, and equipment rental as separate sections. Use units your client recognizes.

Attach the signed change approval and note the date and approver. If verbal, write a brief confirmation summary and include it.

Forgetting to apply the deposit or progress payments overstates the balance due.

Show prior payments and the deposit as credits and calculate the remaining balance. Make the math obvious.

Charging the wrong tax or fees creates compliance issues and rework.

Confirm what is taxable for your services and materials, and state the basis clearly. When rules vary, check local rules.

Environmental Services Invoice FAQs

Bill sampling, disposal, remediation, and compliance the right way with precise line items, markups, permits, retainers, and terms. Get clear answers.

How should I bill Phase I and Phase II site assessments?

Phase I is often a fixed fee with a defined scope. Phase II is time and materials with per-sample lab costs. Example: Phase I ESA report, $2,400; Soil sampling, 6 locations, 12 hours at $145; Lab VOC panel, 12 samples at $95.

Can I mark up third party lab testing and disposal fees on the invoice?

Yes. Many environmental consultants add 10–20% to pass-through costs and list the markup clearly. Example: Lab VOC panel, 12 samples, $1,140, 15% markup, $171.

What belongs on a hazardous waste pickup and disposal bill?

Include profiling, DOT shipping, manifesting, transport, treatment or disposal, and per-drum rates. List waste codes to avoid delays. Example: Transport, 45 miles; 8 drums D001 flammable at $185 per drum; Manifest and profiling, $120.

How do emergency spill response rates work after hours?

Use an emergency callout minimum plus higher hourly rates. Add after-hours or weekend multipliers for the crew and equipment. Example: Emergency mobilization, 2-person crew, 3-hour minimum, $750; After-hours multiplier 1.5x; Absorbent pads, 3 boxes at $90.

Should I charge mobilization, demobilization, and standby time?

Yes. A remediation contractor should bill crew travel, equipment load out, decon, and waiting on utility locates. Example: Mobilization, vac truck, 1.5 hours, $225; Standby for inspector, 1 hour, $120; Decontamination, 0.5 hours, $60.

Are permits and regulatory filings pass through or service lines?

Permit fees are pass-through. The EHS consultant’s time to prepare forms is labor. Rules vary—check local rules. Example: Stormwater NOI state fee, $200 pass-through; Filing prep, 2 hours at $130.

How do I handle change orders when contamination is wider than expected?

Pause and issue a written scope change before you dig more or add wells. Price added borings, extra drums, or extended crew time. Example: Add 3 soil borings, 6 hours at $145; Additional waste drums, 4 each at $185.

How should retainers work for ongoing compliance support?

Use a monthly retainer for audits, reporting, and on-call support from your environmental consultant. Track hours and credit against the retainer, then bill overages. Example: Compliance retainer, 10 hours included, $1,300 per month; Overages at $130 per hour.