Free invoice template
Cleaning invoice template: every site, one month.
One monthly invoice per client: a line for each site, a credit when a suite sits empty or a night is missed, and the PO accounts payable needs.
- Net 30
- usual for property managers
- One line
- per site, so the client sees the split
- Credits
- as negative lines, with the math
The lines on a cleaning invoice
| Line | Why it's there |
|---|---|
| Monthly service, per site | The contract price, the month, nights a week and square feet. Accounts payable splits the bill by site. |
| Vacancy credit | An empty suite you didn't clean, credited per square foot, below the full rate. |
| Missed-service credit | A night you didn't clean, at the average nightly price. Show the math. |
| Extra work | Carpet extraction, floor stripping, a post-construction clean: dated, with who approved it. |
| Supplies at cost | Only when the contract makes them extra. Receipts attached. |
Commercial or home cleaning
Offices and buildings: one invoice a month, after the month, to the property manager. Homes: one per visit, with the date and the rooms. This sample is the first kind; for a home clean, swap the lines for the visit.
PO, bill-to and W-9
Commercial clients pay against a purchase order. Put the PO on the invoice, send it to their billing address (often not the building you clean) and keep a W-9 on file with them. Miss one, and the invoice comes back.
Sales tax
Most states don't tax cleaning. Some do: Texas taxes building cleaning as a real property service. Check yours before you add tax.
General information, not legal or tax advice.
Wording you can copy
Net 30. Please include PO [number] and the invoice number with your payment.
Missed service is credited at the average nightly cost of the monthly price. Vacant space is credited at $[rate] per sq ft, as the service agreement provides.
Balances unpaid 30 days after the due date are charged 1.5% per month, as the service agreement allows.
Questions
How do I write an invoice for cleaning services?
Your business and the client's, an invoice number and date, the service period, one line per site or visit, any credits as negative lines, the total, the due date and how to pay. This template has all of it.
Can I send the same invoice every month?
Send a new one each month, with its own number and the month on every line. Accounts payable rejects anything that looks like a duplicate.
Net 15 or net 30?
Net 30 for property managers and larger accounts, net 15 for small offices. Write the due date as well as the terms.
Sources: Novo: invoicing for cleaning businesses · CleanLink: vacancy credits · 34 Tex. Admin. Code 3.356
Written by the BillGrid team. Checked . General information, not legal or tax advice: agree any late fee with your client before the work, and note that some states limit interest.
Example · a month of billing in BillGrid
29 suites. One sitting.
Brightline is an example building-services company, shaped like the cleaning businesses that have billed with BillGrid for over a decade: six property managers, paid by check.
- 29
- suites
- 6
- invoices, one per manager
- 1
- sitting on the 1st
-
01
Repeat last month
September opens as one sheet. Change what changed, add the credits; BillGrid warns before anything is billed twice. Bulk invoicing
September, repeated for October. -
02
The PO on every invoice
Each manager gets one invoice: every site, every credit, their PO printed as "Your reference". Invoices
What the property manager receives. -
03
One check, many suites
Record the check once. It pays that manager's oldest invoices first. Payments
One check, every invoice it covers. -
04
Reminders that know when to stop
A nudge before net 30 runs out, and after. A recorded payment ends them. Payment reminders
The reminders still to go.
