A restoration invoice needs your company and license details, the property address, date of loss, carrier, claim number, and adjuster name, then itemized mitigation line items — water extraction, demolition, drying equipment billed by the day, antimicrobial application, disposal, labor hours — backed by moisture readings and dated photos. Because most restoration jobs are paid by an insurer, the line items should map to the categories adjusters expect from estimating software like Xactimate, not to a generic "services rendered" block.
We run our own home-service companies, so we know an invoice is where the job actually gets paid or stalls. A clean, itemized, well-documented restoration invoice gets approved. A vague one gets a phone call from the adjuster and a delayed check. Here is the structure that holds up.
Company name, license number, IICRC firm number, invoice number and date. Then the loss block: property address, date of loss, carrier, claim number, and adjuster name. Adjusters cannot pay an invoice they can't match to a claim.
Water extraction by area, demolition and removal of unsalvageable material, antimicrobial application, content manipulation. List each with quantity and unit so the adjuster can check it against the approved scope.
Air movers, dehumidifiers, and air scrubbers billed per unit per day. This is the most scrutinized section, so attach a daily equipment log. "4 air movers x 3 days" with a log gets paid; a flat drying fee gets questioned.
Technician hours, emergency or after-hours rate where it applies, and supervision. Restoration starts at odd hours, and a separate emergency-response line is standard and expected on the first day.
A line that points to the attached photo report, moisture-mapping log, and psychrometric readings. The documentation is the difference between an approved invoice and a disputed one.
Subtotal, tax where it applies, total. Note the homeowner's deductible separately, since that is usually the only part the homeowner pays. State payment terms and who is responsible for the balance.
The right tool depends on who is paying:
You can build a free reusable template in a spreadsheet today. Save it with your header and line-item rows locked, and you reuse it on every loss.
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If your jobs are steady from a few adjusters and plumbers, a free spreadsheet invoice and solid photo documentation will get you paid. You do not need to hire anyone, and you should not pay for software you will use twice a month. Build the template once and move on.
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Company and license details, the loss block (address, date of loss, carrier, claim number, adjuster), itemized mitigation line items, equipment by day, labor hours, documentation references, and totals with the deductible noted separately.
For insurance jobs it is close to required, because adjusters price in it and approvals come faster. For self-pay jobs and deductibles, a plain itemized spreadsheet template works fine.
Document the loss with dated photos and moisture logs, bill against the approved scope, attach the daily equipment log, and itemize. A well-documented restoration invoice gets approved without the adjuster calling you back.
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