Plumbing Contract Template: Free PDF Download

In this post, we share our free plumbing contract template to customize for your plumbing business (available as a free PDF download below). 

A plumbing contract benefits your residential or commercial plumbing business along with your customers. It sets out the terms and conditions of specific plumbing work (such as a plumbing service agreement) so that all parties have clear expectations of the plumbing job.

However, while a template can provide the basic structure for organizing your plumbing projects, it can’t address operational issues involved in creating, managing, and sharing plumbing contracts among staff and customers. 

For example:

1. Workflow inefficiencies: Printed forms or static PDF templates lack integration to the tools that plumbing businesses use to run their operations (CRM, scheduling and dispatching apps, estimating and invoice apps). This requires CSRs and techs to repetitively enter the same customer and plumbing job details throughout the course of a job — from the estimate, to the scope of work, to the invoice, etc.

2. Errors from manual data entry: As CSRs and techs enter job information from plumbing contracts to other apps and tools, errors and inconsistencies in data tend to occur.

3. Poor customer experiences: Handwritten documents like plumbing service contracts, quotes, and invoices aren’t easy to share with customers in the ways they’ve come to expect (via text, email). These documents don’t look professional, particularly compared to competitors providing digital quotes and invoices.

To solve these and other issues, many plumbing businesses are using plumbing field service management software, which digitizes your plumbing contracts so that customers can sign on the spot via your plumbing tech’s mobile device and there’s no need to rely on printouts. 

The software automatically organizes and integrates your plumbing contracts with invoicing, estimating, and other essential business processes, enabling subcontractors and plumbing businesses to become much more efficient.     

So, in addition to sharing our free template below, we’ll also walk through how our software, ServiceTitan, does this digitally for you and its advantages over traditional contracts.

Table of Contents

• What is a plumbing service agreement?

• View and download our plumbing contract template

• How ServiceTitan simplifies and integrates plumbing service contracts

What is a Plumbing Service Agreement Template?

A plumbing contract is a binding legal document between a plumbing service provider and a customer (a homeowner or a commercial real estate owner). It lays out the scope of the work for planned maintenance or recurring services, as well as payment terms. The plumbing work covered includes water heater maintenance, seasonal check-ups, fault-finding and rectifying services, and repairs covered under warranties.

A plumbing contract template provides a starting point for plumbers to use when developing contracts for their customers. It’s typically broken into sections such as type of work, scope of work, payment schedule, project timeline, dispute resolution terms, disclaimers, arbitration information, and blanks for signatures and effective dates. 

(Note: It may refer to some or all of these being noted in supplementary documents.)

Here’s how our plumbing contract template works.

View and Download Our Plumbing Service Contract Template

We’ve written our plumbing contract template to include the necessary basic details so that you can adapt it to create a plumbing service contract, a plumbing construction contract, or whatever type of plumbing contract you need.

Plumbing Contract Template: Client Details

Once you download the template, you can add in your business contact information, the customer’s details, and when the plumbing services will start and be completed.

Plumbing Contract Template: Payment Information

Our payment information section lays out the formalities of both the price that’s agreed to from the client along with letting the client know that the Contractor will maintain liability insurance, workers’ compensation insurance, and any other insurance required by law to protect both parties.

Plumbing Contract Template: Signatures

Finally, the signature section is a place where both parties agree to the terms and provide a signature. 

Supplementary documents referred to in the contract (such as the plumbing proposal, payment schedule, and itemization of materials) should be supplied alongside the contract to the customer.

Our template includes everything you need to get started, but you can modify it to meet your needs. You can also customize the template by adding your company logo.

Further reading: Plumbing Contracts: Components & Benefits

How ServiceTitan Simplifies & Integrates Plumbing Service Contract Management 

Ensuring plumbing contracts are thorough, accurate, and easily shareable between field and office staff is a time-consuming task — especially if you’re relying on Excel spreadsheets, Microsoft Word, Google Docs, or physical printouts in file folders to keep track of all the details. 

While a plumbing contract template may help some independent contractors save time, using a static template can cause workflow inefficiencies, errors in manual data entry, and poor customer experiences.

ServiceTitan’s field service software solves these issues by helping you create customized, fully digital service contracts and seamlessly integrating contract agreements with the rest of your plumbing business operations. 

With ServiceTitan, you can: 

• Easily organize all of your plumbing contracts: Access every contract instantly because it’s safely stored digitally right alongside the rest of your customer information.

• Track recurring plumbing service contracts: Maximize opportunities by tracking each recurring service contract’s status so you improve customer satisfaction (and grow your plumbing business).

• Schedule and dispatch: Provide dispatchers with the information they need to get the right plumbing techs to the right jobs, and for techs to be fully informed when they show up to the job site.  

• Utilize productivity tools: Give techs access to job histories, warranty information, and maintenance checklists, along with the ability to create accurate estimates from the field.

• Create invoices and process payments: Ensure that invoices and payment information reflect the same job and customer information that were documented in the initial plumbing service contract. 

Below, we’ll provide an overview of how ServiceTitan does all of the above by linking each of these steps in one platform.

Create Customized Plumbing Service Contracts

With ServiceTitan, you can create plumbing service agreements from scratch or you can adapt and improve an existing agreement if you’re already using one that works.

Plumbing companies can select agreements from a wide range of templates and set up and store as many as needed to suit a variety of different contract types. These can be used for one-off contracts or for recurring service contracts.

Each template is fully customizable with a menu of recurring services including the number of visits for specific services on each call. 

Agreements are easy to set up and can be integrated with other ServiceTitan tools such as scheduling, executing jobs, and estimates. You can even tie agreements to individual pieces of equipment so there’s no confusion about what needs servicing. 

Since everything is centralized, contracts can be viewed by office staff (via our desktop app) and by field technicians (via our mobile app). Techs have all the information they need when they’re out on a service call (such as the job history and warranty details — more on these below) and can update information on the fly. 

Track Each Recurring Plumbing Service Contract’s Value

ServiceTitan provides deep reporting insights into how your recurring plumbing service contracts are performing. Users can review two key areas — customer memberships and recurring services — and filter using dozens of KPIs to see what’s working and what needs improving. 

Drilling down into data sets like response times, number of memberships renewed, expired, or canceled, allows plumbing businesses to analyze data at a granular level to see how plumbing service contracts are helping drive revenue. 

Further reading: Maintenance Agreements: The Ultimate Guide to Profit 

Guided Call-Booking Workflow to Capture Initial Plumbing Job Details

Integration of the information that’s used in the contract starts from the first call. Using prompts and a series of drop-down menus, ServiceTitan’s call booking tool lets CSRs collect all the necessary customer details, and auto-fills this information into an initial work order.

Information captured includes:

• Job type 

• Job priority 

• Job summary 

• Additional details, such as security gate codes, notification of pets on premises, etc.

This workflow ensures that CSRs capture all of the key information so that dispatchers and plumbing techs can be as prepared as possible as the job progresses.

If the caller is already a customer, CSRs can easily access their complete job history, property data, and any associated warranty or membership information, so there’s no need to search through paper files or Excel spreadsheets to find the details they need.

Once entered into the system, the information is automatically transferred across subsequent documents (estimates, invoices, and the service contract) so they can be built upon as the job progresses.

Get the Right Plumbers to the Right Jobs with Intuitive Scheduling and Dispatching Features

Once the plumbing service contract and job priority have been specified, CSRs can select an available technician and time slot directly from the call booking screen and book the job when the customer agrees. There’s no need to put customers on hold to check schedules. 

For recurring membership services (like the contracts we described above), appointments are automatically added to the schedule based on the frequency you defined, for example, an annual plumbing maintenance service. 

ServiceTitan’s scheduling software also includes:

• Call recordings so dispatchers and techs can reference the original call if they need to clarify job details (particularly useful if there’s a query about the information in the plumbing contract).

• Adjustable Capacity Planning (ACP) so only appointments that meet your capacity goals are available (this also prevents overbooking).

• A website booking widget that allows customers to book their own appointments online.

• Automated job confirmations that send appointment confirmations to the customer (via text or email), and then automatically reflects the job status on the dispatch board.

ServiceTitan’s easy-to-use dispatch board allows dispatchers to easily see which jobs are unassigned, unconfirmed, dispatched, working, paused, and more. 

Our dispatching software also includes:

• Drag-and-drop functionality so dispatchers can easily assign or reassign a tech; confirm or reschedule a job; view property data; and more. 

• An Activity Feed so dispatchers can see real-time job activity (e.g., Arrived, Paused, Complete), and communicate with techs. 

• Alerts that notify the dispatcher of unusual activity or problems that need to be addressed.

• GPS tracking, with ClearPathGPS, that allows dispatchers and clients to track techs’ locations as they’re on their way to plumbing jobs.

• Schedule Optimization and Optimize Technician Route options that help dispatchers coordinate appointments with techs in an efficient way, including identifying jobs in locations where a tech is already working.

Combined, this suite of scheduling and dispatching features allows plumbing contractors to plan and execute plumbing jobs as specified in service contracts with far greater agility than traditional methods. 

Productivity Tools to Maximize Plumbing Techs’ Efficiency

ServiceTitan offers several convenient productivity tools that work in tandem with your plumbing service contracts to ensure that plumbing techs have everything at their fingertips via their mobile app when they’re on site:

Access to Job Histories

Technicians don’t need to contact the office for customer information. They have access to the complete job history, including:

• Existing equipment

• Previous estimates and invoices

• Recurring services and dates when they took place

• Any specific job notes

• Photos and videos

Having all of these details on hand not only saves time and prevents delays, but it improves the customer experience. 

Access to Maintenance Checklists

Using ServiceTitan’s custom forms feature, you can create maintenance checklists for techs to refer to and complete. These ensure that no steps are missed during a visit and provide a record of the work. 

These lists can be duplicated and adapted for different jobs (from replacing faucets to installing a new water heater) and are useful to show the customer that each element has been checked, should an issue arise with the plumbing contract. 

Access to Warranties & Replacement Part Information

All warranty information can easily be stored within ServiceTitan after any new equipment is installed. This information can be pulled up if a technician encounters an issue and needs guidance on next steps — such as whether the equipment is still under warranty and/or the procedure for ordering a replacement part. Again, this helps you accurately fulfill the work specified in the contract with minimal delays. Technicians can initiate an order directly from their tablet, and this can be followed up by office or warehouse staff.

Create Estimates and Proposals from the Field

Plumbing service contracts enable customers to address plumbing issues before they become serious problems. When it’s time for plumbing system repairs or installation, techs can select the equipment and materials needed from ServiceTitan’s integrated pricebook, create an estimate on site, and then present Good Better Best proposals to customers via their tablet. 

Techs can add photos or videos to the estimate and provide access to financing for big-ticket items right within the proposal, allowing customers to get approved and accept the proposal on-the-spot.

Automate Invoicing and Get Paid Faster

Once a job is complete (or a job stage, if you have set up a progress payment schedule), everything you need to create an invoice and receive payment is already up-to-date. ServiceTitan generates a professional-looking, accurate invoice that you can mail, fax, text, or email to your customer.

Multiple options for accepting payment give customers flexibility and help ensure that you get paid quickly:

• Plumbing technicians can take a picture of a check and auto-deposit it immediately using the mobile app.

• Credit card payments can be processed using a Bluetooth Card Reader with a tap/swipe of the card or via a link to a customer portal where customers can pay online.

• Google Pay™ and Apple Pay® integration provide another flexible payment option.

If a customer applied for and was approved for financing through the estimate, payment is already taken care of.

Integrate Plumbing Contracts and Your Other Business Operations with ServiceTitan

ServiceTitan helps to facilitate every step of a plumbing job, from creating a digital plumbing service contract to receiving payment for the work. Our user-friendly workflows prevent common errors and ensure seamless execution of plumbing work.