What your grant invoice must show
Grants are often delayed because a quote or invoice is missing a detail. This checklist sets out what SEAI and councils ask contractors for, grant by grant, so your customer's claim goes through first time.
Checked October 2026. Source: SEAI homeowner application guide (PDF).
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Why it matters
Every grant has its own paperwork. SEAI wants your SEAI ID and a signed Declaration of Works. Councils want itemised invoices on headed paper, often sorted into their own cost categories, and your tax clearance.
Get these right on the quote, before the work starts, and the invoice at the end is straightforward.
What every grant invoice should show
- On every grant invoice: your legal business name, address and VAT number on headed paper
- The works address and Eircode
- Itemised lines with costs, with labour and materials split where asked
- The date the work was completed
- Your registration number for the work: SEAI ID, Safe Electric or RGI
- Current tax clearance, which councils and SEAI both check
SEAI home energy grants
- You must be SEAI registered for the measure. Registration needs valid tax clearance (eTCC: tax reference and TCAN) and insurance
- Your homeowner gives your company name and SEAI ID, their MPRN and the year built on their application
- The Declaration of Works is signed by your nominated person, the BER assessor and the homeowner. Forms with missing details are returned
- Solar PV: address, Eircode, MPRN, company ID, year built, total cost including parts, labour and VAT, each component's make, model, rating and quantity, and the completion date
- One Stop Shop: costs per measure including VAT, with the area and cost per m², excluding ineligible parts such as extensions
- Heat pumps: one contract or invoice for the 0% VAT rate, the Ecodesign datasheet, Designer and Installer sign-off, Heating Design form, and the RECI, commissioning and F-gas certificates
- Deep retrofit: proof of payment is a bank statement matching the invoice. Invoices marked paid aren't accepted
Vacant Property Refurbishment Grant
- A quote broken down into the 10 cost categories on the council's form, which has caps on some categories
- Invoices on headed paper showing your VAT number
- Each invoice or receipt labelled with its category number, and files named supplier plus category
- Electrical: an itemised invoice showing your Safe Electric registration number
- Heating and plumbing: an itemised invoice split into materials and labour, on headed paper
- Your tax reference, which some councils ask for
Housing Adaptation, Older People and Mobility Aids grants
- An itemised quote, which the council approves before you start
- Your current tax clearance or C2 details, sent with the quote
- A final invoice matching the approved work. The council pays the homeowner, not you
Lead pipe replacement grant
- Itemised receipts for the work, which go in with the DLRG 1a claim form
- Your tax clearance must be current
Trades who do grant work
Pick a trade, then your town, to find verified, insured local businesses.
Questions about grant invoices
Do I need tax clearance to do grant work?
For most grants, yes. SEAI registration needs valid tax clearance, and councils ask for your current tax clearance or C2 details with the quote for Housing Adaptation and Older People grants, and for the lead pipe grant.
Should I split labour and materials on the invoice?
For heating and plumbing work under the Vacant Property Refurbishment Grant, yes: councils ask for an itemised invoice split into materials and labour. It does no harm on other grant invoices.
Can I mark the invoice as paid for the homeowner's claim?
For SEAI deep retrofit, proof of payment is a bank statement matching the invoice, and invoices marked paid aren't accepted. Check what each scheme asks for.
How should I invoice a heat pump?
On one contract or invoice. SEAI says the 0% VAT rate for heat pumps must be claimed in a single contract or invoice.
Does Toolo's invoice show my VAT number?
Yes. Toolo invoices carry your business name, address and VAT number, with itemised lines.
Official sources
- SEAI homeowner application guide (PDF)
- SEAI Solar PV Declaration of Works (PDF)
- SEAI One Stop Shop Declaration of Works (PDF)
- SEAI deep retrofit payment guide (PDF)
- SEAI contractor registration
- Louth County Council: final stages of the Vacant Property grant
- Galway County Council: Vacant Property supporting documentation (PDF)
- Galway County Council: Housing Adaptation Grant
- Cork County Council: Domestic Lead Remediation Grant
Checked October 2026. Amounts and rules can change, so check the official source before you apply.
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