Late payments hit cleaning businesses hard. They can throw off cash flow, make payroll stressful, and leave you chasing money instead of running jobs.
Sometimes the problem is a confusing invoice. Sometimes clients just drag their feet. Either way, a clear invoice helps.
Below is a free cleaning invoice template you can copy and use. I’ll also show you how to fill it out and share a few tools that can make invoicing and billing easier.
Key Takeaways
- A well-structured invoice helps clients understand exactly what they owe, plus how and when to make payments. This reduces confusion, back and forth, and delayed payments.
- Adding accurate service descriptions, rates, payment terms, and tax information not only leads to faster payments but also helps you stay compliant and gives you documentation to reference if there’s a payment dispute.
- Auto-invoicing tools, digital payment platforms, and time tracking apps like Connecteam make billing accurate and efficient.
Free Cleaning Invoice Template
Here’s a free cleaning services invoice template that you can use for any type of cleaning business. Fill out the form below and download your PDF.
Alternatively, click on the link below, then click “Make a copy” to get your own cleaning invoice template that you can customize for your business.
Get your free cleaning invoice template
https://docs.google.com/document/d/1MgH1YiW1SEy56NMNtSk46e3gPaYYbNJ4zhxJuJxl2vE/edit?usp=sharing
How To Use Connecteam’s Free Invoice Template for Cleaning Services
Connecteam’s cleaning service invoice template is easy to use, regardless of whether you’re starting a new cleaning business or just looking to make your invoicing more professional.
Here’s what to do:
Add your business logo and contact information
Placing your company’s logo at the top of your invoices makes you look professional. Additionally, your cleaning company name, address, and contact details tell customers exactly who the invoice is from and how to get in touch if needed.
If you’re in the commercial cleaning company space or have business clients, mention your employer identification number (EIN), so they can issue your 1099 form, which you’ll need as proof of income when it’s time to pay your taxes. Also, if your location applies sales tax to your services, add your tax ID on your invoice to help with future sales tax reporting.
Fill in the invoice and client details
Use the top right-hand side for invoice-specific information so it’s easily visible for clients. Make sure to include:
- Invoice number: A unique identifier for your invoice that helps organize your records, track payments, and manage your books.
- Invoice date: Tells clients when you issued the invoice (and that the clock has started ticking for payments)
- Due date: Clearly specifies the latest date the payment is expected.
Some commercial clients may issue a purchase order (PO) number when assigning a job to your company. If you have one, you must add this to your invoice, as it helps the client’s accounting team quickly identify what the invoice is for and authorize the payment. You can also add your own work order number (if you have one) for easier internal tracking.
“Bill To” is where you add your client’s name, their business’s name, or the person or department they’ve asked you to send invoices to. Double-check the address and contact details to make sure your invoice reaches the right place.
This Might Interest You
Check out Connecteam’s free cleaning work order template to make billing a breeze.
List the cleaning services
In the service details table, describe each job the invoice is charging clients for. Include:
- Item/service description—e.g., “window cleaning for XYZ site” or “post-construction cleaning for ABC site.”
- Date of service.
- Rate (hourly or per job), including the relevant currency symbol.
- Quantity in hours or units.
- Line total amounts for each job, calculated as rate x quantity. Add the currency symbol here, too.
Include discounts and taxes, and calculate the total due
Sum up your line totals to get a “Subtotal.” Then, list applicable discounts and subtract the discount amount from the subtotal. To this number, add relevant taxes, such as sales tax. The final number after discounts and taxes is your client’s “Total due.”
This Might Interest You
Unsure what taxes apply to your cleaning services? Check out the Small Business Administration (SBA’s) guide to state tax obligations.
Set clear payment terms
In the “Payment terms” section, explain when and how clients should pay, what constitutes a late payment, and what (if anything) happens if a client delays their payment. For example, you can send an invoice with a due date and a late fee after a certain date.
Clear terms like this encourage clients to pay on time, and they come in handy if you ever need to take legal action for payment disputes.
Include all accepted modes of payment and relevant details
Under “Payment information,” list every payment you accept—cash, Venmo, PayPal, bank transfer, etc.—so clients know how they can pay.
Double and triple check that you include the right account details, whether that’s your bank account and routing number, a username, or a link.
Lastly, remind the client to mention the invoice number in their payment memo. This helps you track which jobs have been paid for.
Pro Tip
Offering multiple payment methods makes it easier and faster for clients to pay you. If you provide only one, clients can take longer to make their payment if they’re not set up to use your preferred method.
Add a closing note and e-signature
Consider ending your invoice with a friendly thank you message, feedback requests, information about future discounts, or anything else you want to remind clients about.
Finally, leave space for your and your client’s signature (or e-signature) to confirm the job is complete.
Did You Know?
Your workers can collect a customer’s e-signature at the end of every cleaning job with Connecteam’s digital forms. This instantly formalizes the completion of services, leaving little to no room for future billing disputes.
Top 3 Invoicing and Payments Tips for Cleaning Services
Here are some invoicing best practices for cleaning companies:
- Use time tracking software to record cleaners’ hours and mark time as billable vs. non-billable. When possible, get a supervisor and/or client sign-off on hours. This reduces billing errors and prevents invoicing conflicts.
- Automate invoicing with platforms like QuickBooks or Xero, which can integrate with employee time clocks like Connecteam, to automatically create, send, and track cleaning invoices.
- Protect yourself from non-payment by asking clients to pay immediately after a service (common in house cleaning invoice templates) or by keeping clients’ credit card details on file (common in commercial, rental property, or recurring residential cleaning).
Cleaner Invoicing Starts With Better Tracking
If you’re doing a lot of jobs each week, the hard part isn’t sending the invoice. It’s collecting clean details like hours, add-ons, and notes so the invoice is accurate and you don’t end up in a bunch of back-and-forth.
A tool like Connecteam can help by keeping time, job notes, and add-ons in one place, so you’re not piecing things together later. You can track hours by job, flag billable vs. non-billable time, and save notes or photos as the work happens. You can even grab a quick sign-off at the end of a job.
Once you’ve got a clean template and a repeatable process, invoicing gets a lot less annoying.
FAQs
You can send a cleaning invoice via physical mail, email, a shareable link through invoicing software, or as a file through e-signature tools like DocuSign. Using digital tools allows you to send invoices instantly, so you can get paid faster.
No, a cleaning invoice is not the same as a receipt. Invoices go to customers before they pay; they’re to request money for services provided. Receipts go to customers after they’ve paid; they’re to prove the customer has paid.
A non-order invoice is used when services were provided without the client issuing a formal purchase order. It’s most commonly used in smaller residential cleaning jobs or ad-hoc commercial jobs where clients book services directly through your website or an app.
A self-employed cleaner invoice template is a fill-in form that includes your business info, client info, service details, rates, totals, and payment terms. Use it to send consistent invoices, track payments, and reduce back-and-forth with clients.
A cleaning invoice is a bill you send after a cleaning job. It lists what you did, when you did it, what it costs, how much the client owes, and how to pay. It helps clients pay faster and helps you keep clean records.
Create a cleaning invoice by adding your business info, the client’s info, an invoice number, invoice date, due date, and a line-by-line list of services. Include your rates, quantities, subtotal, taxes or discounts if needed, total due, and payment details.
A cleaning invoice should include business name and contact info, client name and address, invoice number, invoice date, due date, service description, service date, rate, quantity, line totals, subtotal, taxes/discounts if applicable, total due, payment methods, and payment terms.
Prevent late payments by sending invoices the same day, using clear due dates and payment terms, offering easy payment options, and using invoice numbers for tracking. For recurring clients, consider automatic invoices or autopay. Follow up quickly when a payment passes the due date.
Legal requirements for cleaning invoices depend on your state and local rules. Many businesses must include basic invoice details and may need to show sales tax, tax ID, or specific wording in some cases. If you’re unsure, check your state tax agency or ask an accountant.
Use a cleaning invoice template by filling in your business and client details, adding a unique invoice number, listing services with dates, rates, and quantities, and calculating totals. Add taxes or discounts if needed, set payment terms and due date, then send it by email or mail.
Send a cleaning invoice as soon as possible, ideally the same day the job is completed. For recurring clients, send invoices on a consistent schedule, like weekly or monthly. Faster sending usually reduces delays and cuts down on questions.
Invoice hourly when the scope can change, like deep cleans or post-construction work. Invoice per job when the work is predictable, like recurring standard cleans. Either way, list what’s included so the client understands the price.
It depends on your state and sometimes the type of cleaning service. Some states tax certain cleaning services and others don’t. Check your state and local rules before invoicing, and show tax clearly on the invoice if you’re required to collect it.
You can often charge late fees, but rules vary by state and by your agreement with the client. Put late-fee terms in writing, include a due date, and keep the fee reasonable. If you’re unsure what’s allowed, check local rules.
Respond by pointing to the invoice line item and explaining what the charge covers. Share job details like date, scope, hours, and any add-ons. If you have photos, notes, or a sign-off, use them to confirm what was completed. You can use a tool like Connecteam to keep track this information on the go.
A PO number is a purchase order number a business client uses to approve and track spending. You need it when the client gives you one or requires it for payment. If you leave it off, the client’s accounting team may delay or reject the invoice.
Disclaimer
This article is for general informational and educational purposes only. It is not intended as and does not constitute business, financial, or professional advice, and should not be relied upon as such. Connecteam accepts no responsibility for consequences arising from actions taken or not taken based on the information present in this article.