Following a cleaning job, professional cleaners often use a cleaning invoice to request payment. Clients prefer written invoices in many instances. Business clients generally need to maintain written records of expenditures, and individual clients may also prefer written documentation.
Professional cleaners should use invoices for cleaning services to help maintain accurate records for bookkeeping and tax purposes. A structured, well-written invoice also helps with developing your business’s professionalism, promoting your business’s brand, and maintaining good communication with your customers.
What To Include in a Cleaning Invoice
A cleaning service invoice should contain several key pieces of information. These include:
- Your company name and contact information – This information should be set apart so that a customer can quickly and easily locate it. Make sure you include all ways that a customer may contact you, such as mailing address, telephone number, email address, and your website if you have one.
- Your customer’s name and contact information – Just as with your own company’s details, state the relevant contact information for your customer here, including their mailing address, phone number, and email address.
- Invoice date and number – Assigning an invoice number as well as including a date will help you keep track of paid and unpaid invoices, as well as help simplify any future conversations you may have with your customers about a particular invoice.
- Invoice due date – Including the date when payment is due is essential to being paid on time.
- Itemization of charges – Provide an itemized list of all charges in the invoice, including an hourly breakdown of the work if your business charges by the hour, and any supplies or other costs you are passing on to your customer. Include a subtotal of all the costs and a total with tax, if applicable.
- A comment section – A comment section may include payment terms, a notice that the invoice is past due and by how long, or other information that may be relevant to the particular job or customer.
How To Write a Cleaning Invoice
Once the cleaning contract is complete, you should send your invoice. Follow the steps below to help you write yours:
Step 1: Download a Template
Download a cleaning service invoice template that you can use for multiple customers. Once you’ve filled in your company name and details on our template, you can save it as your own template to use again and again. You may also want to include standard payment terms in the comment section of your own template.
Step 2: Fill in Your Customer’s Name and Contact Information
Include all the vital contact information such as the mailing address, phone number, and email address of your client.
Step 3: Fill in the Invoice Number
You should use consecutive numbers for your invoices. As with check numbers, each time you create an invoice, the next higher number should be assigned to it.
Step 4: Itemize the Charges to the Customer
Refer to the terms of the contract for cleaning services with your customer, if applicable, to determine the appropriate rates.
If you charge by the hour, you should include the time spent cleaning as well your hourly rate. If more than one person cleaned, you should specify the hourly rate for each person and the number of people who completed the job.
If you performed additional services that are not included in a standard cleaning job, such as cleaning tile grout or windows, then you should separately list the cost of each additional service. You should also include a breakdown of any additional costs you pass on to your customer, such as costs for cleaning supplies.
Step 5: Add up the Charges
Include a subtotal of all charges, and then add tax, if applicable, for the total.
Step 6: Set the Due Date
You should also refer to your contract, if any, to determine when payment for the cleaning invoice is due.
Step 7: Fill in Comments
You may provide information about payment terms, such as late fees, in the comments section. Your contract may include information about late fees.
Step 8: Send the Invoice to Your Customer
Once you’ve sent the invoice and after the customer pays, promptly give the customer a receipt.
Cleaning Invoice Sample
See below for a sample of a cleaning service invoice:
