Free invoice templates for farmers and agricultural contractors built for parts and labor, materials, and equipment rental. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.
Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.
How to label charges so every invoice makes sense the moment your clients see it.
List labor, materials, equipment rental, acreage, and field locations with professional invoice line items.
Real work gets messy, but your invoice should not. Use these fixes to keep payments fast and disputes rare.
Per-acre rates, bushel fees, fuel surcharges, moisture shrink, applicator license notes, and standby time. Build precise line items and terms that get you paid. Clear answers.
Most growers prefer per-acre with an hourly fallback for breakdowns. List acres, crop, header size, and any knife wear or fuel adder. Example: “Combine wheat: 120 acres @ $45/acre = $5,400; Fuel surcharge 8% = $432; Total = $5,832.”
Spell out free wait time, then a per-hour standby rate for the crew and machines. Note when the clock starts. Example: “Standby due to moisture >20%: first 1 hr no charge, then 3 hrs @ $120/hr = $360.”
Use a flat mobilization for travel and rig setup, plus a minimum-acre price when fields are small. Producers expect it if you say it upfront. Example: “Mobilization: self-propelled sprayer = $150; Minimum field charge: up to 40 acres @ $6/acre = $240.”
List product names, EPA reg numbers, rates per acre, lot numbers, wind/temperature notes, and your applicator license. Rules vary—check local rules. Example: “Glyphosate 5.4: 32 oz/acre x 75 acres = 2,400 oz; Chemical markup 12% = $86.40; Applicator Lic #CA-123456.”
Charge per bushel-mile or per load with a fuel surcharge tied to a public index. Attach scale tickets. Example: “Haul corn: 900 bu x 42 miles @ $0.10/bu-mile = $3,780; Fuel surcharge 9% = $340.20.”
Break out shrink percent, drying per point removed, and storage per bushel per month. Note inbound moisture and target. Example: “Drying: 900 bu from 19% to 15% = 4 points @ $0.045/bu-pt = $162; Shrink 4% of 900 = 36 bu; Storage: 864 bu x 2 months @ $0.035/bu-mo = $60.48.”
Use per-head rates with add-ons for meds, tags, and chute time. Ranchers expect a clear headcount and supplies list. Example: “Processing: 85 head @ $6/head = $510; EID tags: 85 @ $2.25 = $191.25; Chute fee: 1.5 hrs @ $95/hr = $142.50.”
Separate machine hourly rate, operator labor, fuel if not included, cutting edges/teeth wear, and delivery. If it’s bare rental, add damage waiver and cleaning. Example: “Skid steer w/ operator: 6.5 hrs @ $165/hr = $1,072.50; Delivery/pickup = $180; Cleaning = $45.”
