Cleaning service invoice template: recurring visits and add-ons

How to make a cleaning service invoice

1. Pick your country. Use the country selector in the editor to set the currency, date format and tax labels. The sample lines below are only a starting point for cleaning businesses.
2. Enter your business details. Add your name, address, contact details, tax or registration number and a logo if you have one. Save them as a business profile to reuse next time.
3. Add the customer. Enter the customer’s name and address, and a PO or job reference if they gave you one. Save the customer for repeat jobs.
4. Edit the line items. Replace the sample cleaning service lines with your own work. Quantity can be hours, days, units or 1 for a fixed fee. Add a tax rate if you are registered.
5. Add payment details and terms. Choose the payment terms, add bank or payment-link details and your notes. A due date is calculated from the terms.
6. Choose a look and export. Pick a template and colour, then download the PDF, print it, or save a PNG. Your work is saved in your browser as you type.

Cleaning invoices are about repeatability

Cleaning is a business of routine. The same customers, the same visits, month after month. The best invoice is therefore the one you can copy forward with a click, adjusting only for the extras. That is why recurring templates matter here: set up a client’s regular clean once, and each month change only the number of visits and any add-ons.

The sample uses the Ribbon layout with an emerald theme, a fresh look that suits a home or office cleaning brand. It bills weekly visits, an oven clean and a small supplies charge.

What belongs on a cleaning invoice

• Service address and the visit dates or the billing period.
• Visits: number, length and price per visit.
• Add-ons: oven, windows, carpets, fridge, end-of-tenancy extras.
• Supplies and equipment charges, if you bill them.
• Cancellation terms, such as 24 hours’ notice.
• Your tax number if registered, and payment details.
• Insurance reference, if the client asks for proof for commercial work.

How cleaners price

Not sure how to set prices? Work from the hourly rate calculator and include travel time, supplies and cover for missed visits.

Example cleaning invoice

Figures are examples only. Currency, tax rate and labels change in the editor to suit your country.

Four weekly visits at three hours each. If the client skips a week, reduce the quantity to three.

Tax and employment notes

In most countries cleaning services are taxable once you pass the registration threshold, and a registered business shows its tax number on each invoice. In the United States some states charge sales tax on certain cleaning or janitorial services, so check your state. In the UK, VAT applies above £90,000; domestic cleaners working for themselves do not charge it below that. In Australia and New Zealand, GST applies when registered; in Canada GST/HST applies above the small-supplier limit.

If you employ cleaners, payroll, insurance and classification rules apply separately from invoicing. Check with official guidance on whether workers are employees or contractors.

Cleaning invoicing mistakes

• Not stating the cancellation policy.
• Billing irregularly. A fixed day each month helps customers expect it.
• Forgetting add-ons done mid-month.
• Using a vague description, so customers cannot match the invoice to visits.
• Not recording the keys, access or alarm codes policy; keep those out of invoices.

Pricing a cleaning round so it stays profitable

Cleaners often price by the hour of work and forget the hours around it: travel between jobs, collecting supplies, the first visit that takes twice as long as later ones, and visits that are cancelled at short notice. Add these to your cost, then express the price as per visit or as a monthly fee so the customer has one simple number.

New customers usually need a first deep clean. Bill it as a separate line, at a higher price than the regular visit, and then move the customer on to the maintenance rate. Review rates once a year and tell regular customers in advance; a note on the invoice a month before a small increase is much better received than a surprise. If supplies are included, say so in the quote, because customers compare prices and a clear inclusion helps you win comparisons against cheaper offers.

Getting paid faster as a cleaner

Invoice on the same day each month, and ask repeat customers to pay by standing order or direct debit. Set a clear due date and send a short friendly reminder the day after. See how to get paid faster, and use the recurring template feature so invoicing takes a minute.

Glossary

Recurring invoice

An invoice that repeats on a schedule, such as monthly.

Add-on

An extra service on top of a regular clean.

In arrears

Billing after the service has been delivered.

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