Well Drilling Invoice Template — Free Download (2026)
Well drilling invoices need to function as permanent technical records, not just billing documents. When the well is capped, backfilled, and the driller's truck has left the property, the invoice and well completion report are the only records the property owner has of what was installed and what was found. A well invoice that captures depth, casing specifications, water-bearing zone location, static and pumping water levels, GPM yield, pump specifications, and water test results creates a document that serves both billing and regulatory purposes. This guide covers what to include on a well drilling invoice for residential water wells, replacement wells, and pump-only work.
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Well depth and water-bearing zone
The total depth drilled and the depth at which water was found are the two most critical facts on any well invoice. 'Total depth drilled: 312 feet BLS (below land surface). Water-bearing zone encountered: 186 ft BLS (weathered rock fracture zone). Primary production zone: 186–214 ft BLS. Well completed to: 312 ft BLS (drilled 98 ft below water-bearing zone for additional storage and yield stability). Well location: 147 ft north of residence, 62 ft east of property line (approximate — verify with well permit plat).' Also document: whether the drilled material is unconsolidated (sand, gravel, clay) or consolidated (bedrock, granite, limestone). This matters because unconsolidated formations require a different casing strategy than bedrock wells. For unconsolidated formations: 'Formation: alluvial sand and gravel — casing extends full length to 312 ft with gravel pack around perforated screen section.' For bedrock: 'Formation: granite bedrock encountered at 28 ft BLS — casing to 28 ft, open borehole below.'
Casing type, diameter, wall thickness, and depth
The casing specification belongs on the invoice because it determines the well's long-term performance and serviceability. A future pump replacement contractor needs to know the casing inside diameter to source the right pump. '6-inch nominal inside diameter steel casing (6.625" OD, 0.280" wall, Schedule 40 steel meeting ASTM A53). Casing depth: 28 ft surface casing from grade to bedrock, grouted in place with bentonite-cement grout from grade to 20 ft, bentonite pellets 20 ft to 28 ft. Open borehole (uncased) below 28 ft to 312 ft total depth in competent granite.' Or for a full-casing unconsolidated well: '6-inch PVC well casing (Schedule 80 PVC, SDR26) — solid from grade to 260 ft, perforated/screened from 260 ft to 312 ft. Gravel pack: 3/8" washed gravel from 255 ft to 315 ft (below screen). Surface seal: bentonite-cement grout from grade to 50 ft via tremie pipe.' Common casing sizes: 4" nominal for small residential (older), 6" for modern residential and light commercial (fits most residential submersible pumps), 8"+ for commercial/agricultural. Always document the inside diameter because that's what the pump contractor needs.
Static water level, pumping water level, and GPM yield
These three numbers define the performance envelope of the well and must be documented on every new well invoice. 'Static water level (SWL): 68 ft BLS measured 24 hours after completion (well not pumped for 24 hours prior to measurement). Pumping water level: 112 ft BLS at yield test rate. Well yield test: 4-hour constant-rate yield test at 12 GPM. Drawdown during test: 44 ft (SWL 68 ft → pumping level 112 ft). Recovery: water returned to within 3 ft of SWL within 45 minutes of test completion. Sustainable yield estimate: 12 GPM minimum. Specific capacity: 12 GPM / 44 ft drawdown = 0.27 GPM per foot of drawdown.' Why this matters: the static water level tells the pump contractor how deep to set the pump (must be below pumping water level, typically 20–30 ft above bottom of well). The yield tells the homeowner whether their well can support their water demand (typical residential: 5–10 GPM adequate; rural properties with irrigation: 15–30 GPM typical need). Document the yield test duration and rate — a 4-hour test at 12 GPM is much more meaningful than '12 GPM yield' with no test duration specified.
Pump specification, setting depth, and electrical requirements
Pump installation is often a separate line item from the well drilling, but it should be documented on the same invoice or a clearly related one. 'Submersible pump: Grundfos SQ 3-65, 3/4 HP, 230V single phase. Pump setting depth: 280 ft BLS (32 ft above bottom, 168 ft below pumping water level). Drop pipe: 1-1/4" Schedule 80 PVC well pipe, continuous length with no joints in the well. Pitless adapter: Merrill 1-1/4" brass pitless adapter installed at 5 ft BLS through casing wall. Safety rope: 1/4" stainless safety cable attached to pump, tied off at wellhead. Electrical: 12/2 submersible pump wire, continuous to pressure tank (no splices in well). 230V, 20A dedicated circuit — electrical connection by licensed electrician (not in scope of this contract).' Note the electrical scope boundary. Well drillers are often not licensed electricians and the electrical connection from the pump to the panel is typically done by the electrician. Define who does what so there's no gap: 'Wiring from wellhead to pressure tank: in scope. Connection to service panel: owner's electrician.'
Water testing — parameters tested, lab, and results
Most states require water testing on a new well before the well is placed in service, and the test results belong on or attached to the invoice. 'Water test: Coliform bacteria and E. coli — submitted to [lab name] on June 9, 2026. Results received June 12, 2026: Total coliform: NOT DETECTED. E. coli: NOT DETECTED. (Lab report attached.) Additional parameters tested: Nitrate (NO3): 2.4 mg/L (EPA MCL: 10 mg/L — within limits). pH: 7.2. Iron: 0.18 mg/L (EPA secondary standard: 0.3 mg/L — within limits). Manganese: 0.04 mg/L (EPA health advisory: 0.1 mg/L — within limits). Water is suitable for potable use based on these parameters. Additional testing (arsenic, radon, lead, VOCs, pesticides) not included in this contract — recommended for new well construction in all regions; contact your county health department for local recommendations.' Don't just note 'water test passed' — include the specific parameters and results. A future buyer of the property will want to see what was tested and what the numbers were, and 'passed' tells them nothing about whether arsenic, radon, or other parameters were tested.
Well permit number and regulatory compliance
Most states require a well drilling permit, and the permit number belongs on the invoice. This is both a regulatory requirement and a protection for your customer. 'Well permit number: NJDEP-2026-WP-04827 (issued May 22, 2026). Driller license number: NJ-WD-1144. Well construction report: submitted to NJ Department of Environmental Protection within 30 days of completion per NJAC 7:9D. Copy of well construction report to be provided to property owner on completion of report filing. Note: well is registered with the county health department at time of permit issuance — property owner should retain permit documentation for property records.' In many states, the well construction report is a public record that can be accessed by future buyers, title companies, and neighboring landowners. Referencing the permit number on your invoice makes it easy to locate. Some states require the driller to file the completion report within a specific number of days — document when it will be filed and provide a copy to the owner. This is standard practice but surprisingly often skipped.
Well drilling invoice examples
Residential water well — new construction
INVOICE #WD-2026-0092
Ridge Water Well Drilling | (540) 555-0192 | License: VA-WD-2244 | Customer: D. & P. Hartman | 4820 Old Creek Rd., Waynesboro, VA 22980 | Service: June 6–8, 2026 | Permit: VDEQ-2026-WP-00813
| Item | Qty | Unit | Total |
|---|---|---|---|
| Mobilization and setup — drill rig, compressor, water truck. Well location per owner stake, 130 ft north of residence. Permit VDEQ-2026-WP-00813 on site. | 1 | LS @ $850 | $850 |
| Drilling — air rotary method in granite/gneiss bedrock. 6-5/8" borehole to 22 ft (overburden), 6" borehole 22–284 ft BLS. Water-bearing fracture zones encountered at 168 ft and 210 ft BLS. | 284 | ft @ $22 | $6,248 |
| 6" steel surface casing — 22 ft, Schedule 40 ASTM A53, grouted with bentonite-cement from grade to 22 ft via tremie pipe. Casing extends 12" above grade. | 22 | ft @ $18 | $396 |
| Well development — air surge and blow development to remove drill cuttings from water-bearing zones. Continued until discharge runs clear. | 1 | LS @ $380 | $380 |
| Yield test — 4-hour constant-rate test at 15 GPM. SWL: 42 ft BLS. Pumping WL: 74 ft at 15 GPM. Specific capacity: 0.47 GPM/ft. Recovery: within 2 ft of SWL in 28 min. Estimated sustainable yield: 15 GPM. | 1 | LS @ $280 | $280 |
| Submersible pump — Grundfos SQ 5-70, 1 HP, 230V. Set at 254 ft BLS. 1-1/4" Sch 80 PVC drop pipe, 12/3 submersible wire. Merrill pitless adapter at 5 ft. Safety cable. | 1 | LS @ $2,200 | $2,200 |
| Pressure tank and controls — Wellmate WM-9 bladder tank (26 gal drawdown), Square D 30/50 pressure switch, pressure gauge. Installed at building entry. Electrical connection by owner's electrician. | 1 | LS @ $680 | $680 |
| Water test — coliform/E. coli, nitrate, pH, iron, manganese. Lab: Shenandoah Valley Water Lab. Results: all parameters within EPA MCL limits. Report attached. | 1 | LS @ $165 | $165 |
| Wellhead completion — 6" sanitary well cap, chlorination per VA DEQ requirements, final grade restore. | 1 | LS @ $120 | $120 |
| Deposit paid June 4, 2026 | −$5,000 | ||
| Balance due on completion | $6,319 | ||
5 invoicing rules for well drilling contractors
Document depth drilled per foot separately — it's how you should charge, and it's how you can justify scope changes
Well drilling is the textbook example of a job where final cost is unknown at bid time. You drill until you hit water, and water might be at 100 feet or 400 feet. The per-foot drilling rate is how professional well drillers bill — it's honest about the uncertainty and it's how the state permit system tracks well construction. Bill your mobilization and setup as a lump sum, then bill drilling in feet at your per-foot rate. This lets the customer understand exactly where the cost came from if the well ended up deeper than your initial estimate. 'We estimated 200 ft based on neighboring wells — this well required 284 ft due to depth of fractured zone' is a much easier conversation when the invoice shows $22/ft × 284 ft rather than a lump 'drilling' number. Also specify what formation was encountered at what depth — this is the geologic record that belongs on the invoice.
Include the yield test results, not just the yield number
A claim of '15 GPM yield' means nothing without context. 15 GPM after a 15-minute pump test is not the same as 15 GPM sustained over 4 hours with full drawdown and recovery documentation. State licensing boards in most jurisdictions require a minimum pump test duration and documentation of results. Document: the test duration (4-hour minimum recommended), the test rate (GPM), the static water level before the test, the stabilized pumping water level during the test, the amount of drawdown (SWL minus pumping WL), and the recovery time. This is what the homeowner needs to size their pressure system, and it's what a buyer's home inspector will ask for when the property sells. A one-number yield claim without test parameters has no meaning.
Separate the pump installation from the drilling — they're different scopes
Some well contractors drill and install the pump; others drill only and leave the pump to a separate pump contractor. Either way, these should be separate line items on the invoice because the pump installation scope is completely different work — sizing the pump to the yield and depth, selecting the pressure tank, setting the pump at the correct depth, installing the pitless adapter, and testing the system. If you do both, show both — it helps the customer understand why the total is what it is, and it gives the customer a clear number if they ever need to replace the pump without re-drilling. 'Well drilling: $8,000. Pump and pressure system installation: $3,100.' Much clearer than 'Complete well system: $11,100.'
Note the well permit number and state that the completion report will be filed
Well drilling is regulated in every state, and most states require a licensed driller to file a well completion report (sometimes called a water well record or driller's log) with the state environmental or natural resources agency. The permit number belongs on your invoice, and you should state when and how you'll file the report. Homeowners frequently don't know this is a regulatory requirement, and they sometimes panic when they get a notice from the state about their new well if they weren't expecting it. 'Well permit number: VDEQ-2026-WP-00813. Well completion report (driller's log) will be filed with VA DEQ within 30 days of completion per 9VAC25-910-50. Property owner will receive a copy.' The permit also establishes minimum setback distances — document those too: 'Minimum setbacks: 50 ft from septic tank, 100 ft from drain field (per VA code). Location at time of drilling met all minimum setback requirements.'
Distinguish between wells that failed to produce and re-drills — protect yourself before you start
One of the hardest situations in well drilling is a dry hole — a well drilled to significant depth that doesn't produce enough water. Your contract and invoice need to address this scenario before you start drilling. Document your mobilization and drilling charges even on a failed well — you drilled, you did the work, you deserve payment for it. More importantly, have the scope and payment terms in writing before you start: 'If the well does not reach a minimum yield of 2 GPM by [depth], contractor and owner will confer on options before continuing. Customer is responsible for all drilling footage at contract rates regardless of outcome.' Some drillers include a 'dry hole' clause — clearly document it before it happens. Similarly, if you're drilling a replacement well for a property that already has a failed or low-yield well, note the location of the existing well, why it's being replaced, and that the new well is in a different location: 'Existing well at 88 ft BLS, yield insufficient (< 0.5 GPM) — this well is a replacement drilled at new location 65 ft south of original.'
Frequently asked questions
How much does well drilling cost in 2026?↓
Well drilling costs in 2026: Mobilization and setup: $500–$1,500. Drilling: $15–$35 per foot, depending on region and formation (harder rock = more per foot). A typical residential well at 150–300 ft depth costs $4,000–$12,000 for drilling alone. Pump and pressure system: $2,000–$6,000+ depending on pump size and depth. Water testing: $100–$400 for basic coliform + nitrate; expanded panel (arsenic, radon, metals) can be $300–$800. Well permit: $50–$500 depending on state. Total for a typical new residential well (drilling + pump + testing): $8,000–$20,000. Key variables: Depth (the biggest cost driver). Formation type — drilling in granite is slower and more expensive than drilling in softer sedimentary rock. Pump size and depth. Region — well drilling costs vary significantly by geography due to labor rates and local conditions. Note: dry holes (wells drilled to significant depth without adequate water) are a real risk in some areas — ask your driller about the local success rate.
How deep should a residential well be?↓
There's no one-size-fits-all answer — the correct depth depends on the local aquifer. In some areas, water is available in sand and gravel aquifers at 30–100 ft. In other areas, bedrock wells must reach 200–500 ft to hit productive fracture zones. Your well driller will know the local geology from experience with neighboring wells and state records. Minimum depth requirements: Most states require the well to be drilled a minimum depth into the water-bearing zone (e.g., at least 20 ft into bedrock). Practical rule: the well should be drilled until it reaches an adequate and sustainable yield (typically 5–10 GPM minimum for residential use), even if that means going deeper. Shallow wells (under 50 ft) in unconsolidated formations are more vulnerable to surface contamination and drought — deeper bedrock wells are generally more reliable. Asking your well driller to show you the water well records for neighboring properties (available from the state) will give you a realistic picture of expected depth and yield.
What is the difference between a drilled well and a dug well?↓
Dug wells: Older technology, typically 3–30 ft deep, dug by hand or excavator, wide diameter (often 24"+ brick or stone-lined). Very susceptible to drought and contamination. Most have been replaced. Drilled wells: Modern standard — rotary or cable tool drill rig creates a narrow borehole (typically 4"–8" diameter) to bedrock or deep aquifer, cased with steel or PVC, fitted with a submersible pump. 100–500 ft depths are common. Much more reliable and protected from surface contamination. Bored wells: A middle category — augered borehole typically 12"–36" diameter, lined with concrete or PVC, in shallow sand/gravel aquifers. Deeper than dug wells but shallower and more surface-vulnerable than drilled wells. For a new residential well in 2026, virtually all permits will be for drilled wells. Dug and bored wells are mostly legacy systems. Invoice distinction: always specify the construction method — 'drilled well, air rotary method' clearly establishes what was built.
How long does a water well last?↓
Well components have different lifespans: The well casing (steel or PVC in the ground): 40–50+ years for steel, 30–50 years for PVC, in most conditions. The primary failure mode is corrosion (steel) or mechanical damage. Submersible pump: 10–20 years depending on quality, run frequency, and water quality. Iron and manganese in water accelerate pump wear. Higher quality pumps (Grundfos, Franklin, Goulds) last longer than economy brands. Pressure tank bladder: 5–15 years. The bladder fails before the tank shell — failure mode is the pump cycling rapidly (short-cycling). Safety cable, pitless adapter: typically outlast the pump, replaced when pump is pulled. Practical maintenance: test water quality annually. Replace pump proactively at 10–15 years if you can, rather than waiting for failure — emergency pump replacement is more expensive and disruptive than planned replacement. Keep your original well invoice — it tells the pump replacement contractor everything they need to know about casing size, pump setting depth, and yield.
Do I need a permit to drill a water well?↓
Yes — in virtually every state in the US, well drilling requires a permit from the state environmental or natural resources agency. The permit establishes: minimum setbacks from septic systems, property lines, and contamination sources; driller licensing requirements; construction standards for casing, grouting, and well cap; water testing requirements before placing the well in service; and filing requirements for the well completion report. Unpermitted wells: drilling a well without a permit is illegal in most states and creates significant problems at time of property sale — title companies may require documentation that the well meets code, and an unpermitted well may require remediation (sometimes including sealing and redrilling). Permit costs: typically $50–$500 depending on state. The permit also creates a public record of the well location and construction — important for emergency services, neighboring landowners, and future owners. Your well driller should pull the permit — never hire a contractor who wants you to skip the permit.
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