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Cleaning Invoice Template (Free, Residential and Commercial)
A cleaning invoice template should list your business and client details, the service address, the service dates, each cleaning with its frequency and price, add-ons, supplies, any sales tax, payments received, the balance and the due date. Copy the free residential and commercial template below or download the Word version.
Cleaning businesses don't bill one job at a time. A residential client on a biweekly plan gets two cleans a month, plus an oven add-on in November and a skipped visit over the holidays. A commercial account wants one monthly invoice for 20 nightly cleans across two suites, with their PO number on it. If the invoice says "cleaning services, $X," you'll get an email asking which visits it covers. If every visit and add-on is listed, the client can match it to their calendar and pay.
Key Takeaways
List each visit date, or the billing period and visit count, so recurring clients can see exactly what they're paying for.
Put add-ons (inside the fridge, oven, windows, move-out extras) on their own lines, priced the way you quoted them.
Use one invoice per billing period for commercial accounts, with the client's PO number and the areas cleaned.
Check your state's sales tax rules. In Texas, the Comptroller says tax is due on the charge to clean a home or an office.
Send residential invoices the day of the clean and commercial invoices on the same day every month.
What should a cleaning invoice include?
Every cleaning invoice needs these 11 parts:
Your business details: business name, address, phone, email and website.
Client details: the client's name, billing address, email and phone. For commercial accounts, add the company name, the accounts payable contact and the PO number.
Service address: where you cleaned, if it's different from the billing address. Property managers and offices often pay for several locations from one account.
Invoice number and dates: the invoice date, the service date or billing period, and the due date.
Service type and frequency: standard, deep, move-in or move-out, post-construction, or recurring weekly, biweekly or monthly.
Visits: one line per visit, or one line for the billing period with the number of visits.
Add-ons: each extra task, priced the way you quoted it.
Supplies: if you bill specialty products or client-requested supplies separately.
Sales tax: a separate line, if it applies where you work.
Payments received and balance due: any deposit or prepayment, the balance and the due date.
How to pay and terms: a payment link or other options, your cancellation or lockout fee, and any late fee your service agreement allows.
Keep your invoices once they're paid. The IRS lists invoices among the documents for gross receipts, the income your business receives.
Free cleaning invoice template
Copy this into a document, or download the Word template. For Google Docs, save the Word file to your Google Drive and double-click it to open it in Google Docs.
[YOUR LOGO]
[YOUR BUSINESS NAME] [Address] · [Phone] · [Email] · [Website]
INVOICE
Invoice details | |
Invoice number | [0001] |
Invoice date | [Date] |
Service date or billing period | [Date, or Month 1 to Month 30] |
Due date | [Date] |
Bill to | [Client name, company, billing address, email, phone] |
Service address | [Property address, if different] |
PO number | [For commercial accounts] |
Service plan | [One-time, weekly, biweekly, monthly, nightly] |
Residential example
Description | Qty | Rate | Amount |
Biweekly standard clean, [date] | [1] | [rate] | [amount] |
Biweekly standard clean, [date] | [1] | [rate] | [amount] |
Add-on: inside oven | [1] | [rate] | [amount] |
Add-on: inside refrigerator | [1] | [rate] | [amount] |
Add-on: interior windows, [number] | [qty] | [rate] | [amount] |
Lockout or late cancellation fee, [date], per agreement | [1] | [rate] | [amount] |
Commercial example
Description | Qty | Rate | Amount |
Nightly janitorial service, [suite or floor], [billing period] | [visits] | [rate per visit] | [amount] |
Restroom deep clean and restock, [areas] | [visits] | [rate] | [amount] |
Floor care: strip and wax, [area and square feet] | [1] | [rate] | [amount] |
Window cleaning, interior, [floor] | [1] | [rate] | [amount] |
Supplies: [paper goods, liners, soap], client-requested | [qty] | [price] | [amount] |
Totals | |||
Subtotal | [amount] | ||
Sales tax, if it applies | [amount] | ||
Total | [amount] | ||
Deposit or payment received on [date] | -[amount] | ||
Balance due by [date] | [amount] |
How to pay: [Payment link, card on file, bank transfer or check instructions].
Terms: Balance due by [date, or Net 15 or Net 30 for commercial]. Cancellations within [24 or 48] hours: [your fee]. Late payments: [your agreement's late fee, if any].
Notes: [Visit notes, such as "Skipped Dec 24 at client's request, not billed" or "Guest bath grout needs a deep clean; quote attached."]
Thank you for choosing [business name].
Delete the example you don't use. A one-time move-out clean may need four lines; a commercial account may need a line per building.
How do you invoice recurring cleaning clients?
Invoice recurring residential clients after each visit or once a month, and commercial clients once per billing period. Pick one rhythm per client type and stick to it, so clients know when to expect your invoice.
Billing rhythm | How it shows on the invoice | Works best for |
Per visit | One invoice per clean, sent the same day | One-time, deep and move-out cleans; new residential clients |
Monthly, residential | One invoice listing each visit date that month | Weekly and biweekly home clients who prefer one charge |
Monthly, commercial | One invoice for the billing period, with visit count, areas and PO number | Offices, medical suites, property managers |
Field service software does most of this work if it's set up right. In Jobber, invoice reminders on a recurring job can be set to come up after each completed visit or on the last day of each month, and the job then moves into "Requires Invoicing" status. From there, batch create invoices usually makes one invoice per client (more if a client's properties have different tax rates) and combines a client's jobs that are ready for invoicing into one invoice. Whatever software you use, the point is to stop building recurring invoices by hand.
One thing to check before you batch: Jobber's batch tool leaves out incomplete visits by default, and if you select them, it marks them complete. Have your team close out every visit first, so the invoice matches what happened.
Do cleaning businesses charge sales tax?
In some states, yes, and the rules vary from state to state, so check with your state tax agency or your accountant. Texas is a clear example. The Comptroller's guide to cleaning and janitorial services says tax is due on the charge to clean a home, office, warehouse, garage or restaurant. The narrow exemption it describes is for a self-employed person who provides traditional household services as an employee of the household, not a cleaning company billing its own clients.
If you work in more than one state, or for both homes and businesses, set up the tax settings for each kind of client in your invoicing software and keep services and supplies on separate lines.
What's different on a commercial cleaning invoice?
A commercial cleaning invoice covers a billing period, not a visit, and it has to get through someone else's accounts payable process. Add these:
PO number and the name of the person who approves your invoices
Billing period and the number of visits, so it matches your service agreement
Areas or scope cleaned, such as suites, floors, restrooms or common areas
Payment terms that match the contract, for example Net 30
Extra work on its own line, with the date and who approved it
If the scope, frequency and terms aren't written down yet, start with a cleaning business contract, so every invoice matches what the client signed.
When should you send a cleaning invoice?
Send residential invoices the same day as the clean and commercial invoices on the same date every month. Use these suggested targets to measure your own routine:
Step | Suggested target |
Visit closed out with notes and photos | Before the team leaves the property |
One-time or per-visit invoice sent | Same day as the clean |
Monthly residential invoice sent | Last business day of the month |
Commercial invoice sent with PO number | Same day each month, in the format the client's AP team asks for |
First reminder | 3 days before the due date |
Overdue follow-up | 1 business day after the due date |
Unpaid invoices reviewed by the owner | Every week |
Here's a short email to send with the invoice:
Hi [First name], thanks for having us at [service address]. Your invoice for [date or billing period] is attached: [number] visits plus [add-ons], for a total of [amount] due by [date]. You can pay here: [link]. Let us know if anything on the list doesn't look right. [Your name]
For more on timing and follow-up, see our guide on how to send an invoice.
How do you save this template for every client?
Set it up once as a master file, then make a copy for each client, so no one gets an invoice with someone else's address on it.
In Word:
Open the template and add your logo, business details, service plans, add-on prices and terms.
Go to File, then Save As, and choose Word Template in the file type list.
For each invoice, open a new document from that template and save it under the invoice number.
In Google Docs:
In Google Drive, double-click the Word file to open it in Google Docs, then add your logo and details.
For each invoice, make a copy of your master file and rename it with the invoice number.
Once you're running several crews or a book of recurring clients, move your service plans and add-ons into your field service software, so invoices build from completed visits instead of from memory.
Who should handle invoicing for your cleaning business?
If you're building invoices at night after checking which crews finished which homes, invoicing is one of the first things to hand off. Your Startup Operations places full-time virtual assistants for home service businesses who work inside the tools you already use, like Jobber, Housecall Pro, ServiceTitan or QuickBooks. Your assistant can:
Close out visits with crew notes and photos, then send each invoice the same day
Run monthly batch invoicing for recurring and commercial clients
Add PO numbers and submit invoices in the format each commercial client's AP team needs
Send reminders and overdue follow-ups by email and text, and call clients back about billing questions
Match payments in QuickBooks and keep the unpaid list current for you
You keep your rates, your add-on prices and every call on discounts or fee waivers. Before any assistant starts, we map how you work and turn it into SOPs you own, because you cannot hand off what's never been written down. If you're weighing the role, here's what a virtual assistant does for a cleaning business.
Frequently Asked Questions
How do I write an invoice for cleaning services?
Add your business and client details, the service address, an invoice number and dates. List each visit or the billing period, add-ons, supplies and sales tax, subtract payments received, and show the balance, due date and how to pay.
Should I invoice recurring cleaning clients per visit or monthly?
Either works. Per visit suits one-time and new clients; monthly suits steady weekly or biweekly clients and commercial accounts. Pick one rhythm per client type and stay consistent.
What should a commercial cleaning invoice include?
Everything on a residential invoice plus the PO number, billing period, visit count, areas cleaned, payment terms from the contract and any approved extra work on its own line.
Do cleaning services charge sales tax?
In some states. In Texas, the Comptroller says tax is due on the charge to clean a home or office. Check with your state tax agency or accountant.
Can I use this template in Google Docs?
Yes. Save the Word file to Google Drive, double-click it to open it in Google Docs, then make your own copy.
Is a template enough, or should I use invoicing software?
A template works for a handful of clients. With recurring clients and several crews, field service software builds invoices from completed visits. The template still shows what each invoice should include.
Get your nights back from billing
A clear invoice gets you paid. A system gets every invoice out on time, every month. Your Startup Operations runs a time audit, documents your billing process and places a trained assistant to run it, with 90 days of support.
About Your Startup Operations
Your Startup Operations (YSO) is a Women-Owned Small Business (WOSB) certified, white-glove operations agency co-founded by Jenna Henao and Alexis Schomer. YSO helps event business owners and other service-based companies step out of daily operations by installing a dedicated Ops Assistant trained specifically for their business, typically helping owners reclaim 30–40 hours per week.
YSO has been featured in Forbes, Voyage LA, Authority Maximizer, EIN Presswire, and AP News.
Explore our event vendor ops services, see client outcomes on our case studies page, or get in touch to talk through what your business needs.
About the Author
Jenna Henao is the Co-Founder and Operations Expert at Your Startup Operations. She partners with business owners to streamline operations, strengthen workflows, and build reliable teams that drive long-term growth. With a background in entrepreneurship and business operations, Jenna has led initiatives across HR, finance, recruitment, operations, sales, marketing, and team leadership. She has helped businesses grow from six to seven figures by developing scalable systems, recruiting outstanding talent, and implementing processes that support lasting success. Connect with Jenna on LinkedIn.
Reviewed by
Alexis Schomer is the Co-Founder and Marketing & Operations Expert at Your Startup Operations. She works with business owners to optimize operations, improve delegation, and build scalable systems that support sustainable business growth. Drawing on her experience in marketing, entrepreneurship, and business operations, Alexis believes effective delegation is about more than hiring a virtual assistant. It starts with selecting the right person, creating efficient workflows, establishing clear expectations, and providing the training and support needed for teams to succeed. This practical, systems-first philosophy guides every client partnership at YSO. Connect with Alexis on LinkedIn.
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