Cleaning Invoice Template: Free Guide for Cleaning Businesses
Get a free cleaning invoice template guide for residential and commercial cleaning: per-visit, hourly and square-foot pricing, add-ons and a worked example.
Quick answer: A cleaning invoice template is a billing layout for house cleaning, janitorial and commercial cleaning businesses. It should list each visit or service with its date, the pricing basis (per visit, per hour or per square foot), any add-ons or supplies, tax where it applies and the total due. Most cleaners send one invoice per visit for homes and one monthly invoice for commercial clients.
Below we cover what to include on a cleaning invoice, the pricing models cleaning businesses use, how to bill recurring clients, and a worked commercial example with correct totals. You can fill in every field and download a PDF using our free invoice generator, which saves your business details in your browser so the next invoice takes even less time.
What to include on a cleaning invoice template
- Your business details: name, logo, phone, email and, if you have one, your business license or insurance reference. Many commercial clients ask for proof of insurance.
- Client details: the client's name, billing address and the service address if different.
- Invoice number and dates: a unique number, the issue date and a clear due date.
- Service period: for recurring work, the date range covered, such as 1–31 October 2026.
- Itemized services: each visit or a summary line with the number of visits, plus add-ons.
- Supplies: any consumables you provide and bill separately.
- Tax: only if your state or locality taxes cleaning services.
- Payment terms: methods accepted, due date and any late or cancellation fees from your agreement.
How cleaning services are priced
Your cleaning invoice template should reflect the pricing model in your quote or service agreement. Most cleaning businesses use one of these:
| Pricing model | Best for | Invoice line example |
|---|---|---|
| Flat rate per visit | Regular home cleans | Standard clean, 3-bed home, 4 visits × $140 |
| Hourly per cleaner | One-off or variable jobs | 2 cleaners × 3.5 hrs × $40 |
| Per square foot | Offices, move-out and post-construction cleans | Post-construction clean, 2,400 sq ft × $0.30 |
| Monthly contract | Commercial janitorial | Janitorial service, October 2026, fixed monthly fee |
| Add-on pricing | Extras on top of the base clean | Inside oven $35, inside fridge $30, interior windows $5 per pane |
For hourly work, record start and finish times so you can back up the hours if asked. Our guide on how to invoice for hourly work explains how to present time clearly.
Billing recurring cleaning clients
Recurring clients are the backbone of most cleaning businesses, and consistent invoicing keeps them paying on time. A few practical rules:
- Invoice on the same day each cycle. For example, every Friday for weekly home clients or the first of the month for commercial accounts.
- List every visit date. Commercial clients often reconcile against a sign-in log, so dated lines prevent disputes.
- Show skipped visits. If a visit was cancelled by the client, list it with a zero amount or a cancellation fee per your agreement, so the gap is explained.
- Offer automatic payment. Card on file or direct debit removes the monthly chase.
Our recurring invoices guide walks through setting up a reliable billing rhythm, and the guide to accepting credit card payments covers the costs and options for card-on-file billing.
Supplies, keys and other extras
Decide up front whether your rate includes cleaning products and equipment. If the client supplies them, note it on the quote. If you restock items they keep (paper towels, toilet tissue, hand soap, trash liners), bill them on a separate supplies line, ideally at a price agreed in advance.
Other charges cleaners commonly invoice include key or lockbox handling, pet hair surcharges, parking fees in city locations, and heavy-soil surcharges for first cleans. Each should be in your service agreement before it appears on an invoice.
Commercial cleaning contracts also need a plan for price changes. If your costs rise, give clients written notice of the new rate and the date it takes effect, then start using it on the first invoice after that date. Putting a line in the notes such as "New rate of $150 per visit applies from 1 January 2027, as notified on 1 December 2026" avoids surprise and makes the change easy for the client's finance team to approve. The same applies if you add square footage, extra floors or new service days: update the scope on the invoice so it always matches what you actually clean.
Worked example: monthly office cleaning invoice
This sample cleaning invoice is for a small office cleaned three evenings a week, with two one-off extras during the month. No sales tax is shown because the example assumes a state that does not tax this service; if yours does, add it using the sales tax calculator.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Office cleaning, Mon/Wed/Fri evenings, 1–31 Oct 2026 | 13 visits | $145.00 | $1,885.00 |
| Hot-water carpet extraction, 17 Oct 2026 | 1,200 sq ft | $0.35 | $420.00 |
| Interior window cleaning, 24 Oct 2026 | 1 | $180.00 | $180.00 |
| Restroom supplies restock (paper, soap, liners) | 1 | $96.50 | $96.50 |
| Total due by 15 Nov 2026 | $2,581.50 | ||
Check the maths: 13 × $145 = $1,885; 1,200 × $0.35 = $420; adding $180 and $96.50 gives $2,581.50. A client's office manager can approve this invoice in seconds because every line has a date and a clear basis.
Residential cleaning invoice example
Home cleaning invoices are shorter, but the same principles apply: dated lines, clear rates and a real due date. Here is a fortnightly house-cleaning client billed at the end of the month.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Standard clean, 3-bed 2-bath home, 8 and 22 Oct 2026 | 2 visits | $140.00 | $280.00 |
| Add-on: inside oven, 22 Oct 2026 | 1 | $35.00 | $35.00 |
| Add-on: inside fridge, 22 Oct 2026 | 1 | $30.00 | $30.00 |
| Total due on receipt | $345.00 | ||
For residential clients, payment on receipt or on the day of service is normal. Many cleaners collect by card or payment app immediately after the visit and send the invoice as a record.
Move-out, deep and post-construction cleans
One-off cleans carry more uncertainty than routine visits, so quote and invoice them differently. Quote on square footage or estimated hours, state what is included (inside cabinets, baseboards, appliances, windows), and say how you will bill if the job takes longer than expected. Post-construction cleans in particular can involve fine dust, paint overspray and debris removal that take several passes.
On the invoice, describe the scope precisely, such as "Move-out deep clean, 2-bed apartment, unit 4B, including inside appliances and cabinets". Property managers often forward these invoices to landlords or tenants, so clear wording helps everyone. If you need a deposit before a large one-off clean, take it in advance and deduct it on the final invoice.
How to create a cleaning invoice step by step
- Open the invoice generator and choose a fresh, simple layout: the Emerald invoice template suits cleaning brands well.
- Add your business name, logo and contact details.
- Enter the client's billing details and the service address.
- Set an invoice number. Our invoice number generator can create a consistent series.
- Add the service period, then each visit or visit summary and any extras.
- Add tax if it applies, then your payment terms and methods.
- Download the PDF and send it the same day the period ends.
Getting cleaning invoices paid on time
- Agree payment terms in writing before the first clean. See invoice payment terms explained.
- Send a friendly reminder a few days before the due date and again on the day after. Our payment reminder emails give you wording you can reuse.
- For one-off residential cleans, ask for payment on completion rather than offering net terms.
- Keep a short note of any issue the client raised and how you fixed it, in case the invoice is questioned.
Outdoor maintenance businesses use a very similar recurring model. See our landscaping invoice template guide for a comparison.
Offer exterior work too? The pressure washing invoice template covers per-square-foot pricing and add-ons.
Create your cleaning invoice now
Open the free invoice generator, pick the Emerald template or browse all invoice templates, add your visits and extras, and download a professional cleaning invoice as a PDF in minutes.
Frequently asked questions
How do I make an invoice for cleaning services?
Add your business and client details, an invoice number and due date, then list each visit or service with its date, quantity and rate. Add any extras or supplies, apply tax if your state taxes cleaning services, and send the invoice as a PDF with payment instructions.
How do cleaning businesses charge?
The most common methods are a flat rate per visit, an hourly rate per cleaner, or a price per square foot for commercial and move-out cleans. Add-ons such as inside the oven, inside the fridge or interior windows are usually priced individually.
Should I invoice cleaning clients weekly or monthly?
Residential clients are often billed per visit or weekly, while commercial clients usually prefer one monthly invoice that lists every visit. Choose one schedule per client and stick to it so payments become routine.
Do I charge sales tax on cleaning services?
Some US states tax janitorial or cleaning services and many do not, and rules can differ for residential and commercial cleaning. Check with your state revenue department or an accountant before adding tax to your invoices.
Can I charge a cancellation fee for a cleaning visit?
Yes, if your service agreement includes one and the client agreed to it. Show it on the invoice as its own line with the date of the cancelled visit, such as 'Late cancellation, 9 Oct 2026, per service agreement'.
How much should I charge for a house cleaning?
There is no single standard rate, so build yours from your costs. Work out how long a typical clean takes by home size and condition, multiply by an hourly rate that covers wages, supplies, travel, insurance and profit, then round it into flat prices per visit. Check what local competitors charge, price first and deep cleans higher, and review your rates at least once a year.
Should cleaners charge more for the first clean?
Many do, because a first or deep clean usually takes much longer than a maintenance visit. You can quote it as a separate one-off price or add a heavy-soil surcharge line, then switch to your regular rate from the second visit. Explain this in the quote so the client is not surprised, and label the invoice line clearly, such as 'Initial deep clean, 3-bed home'.
Can I charge a fee if I am locked out of a client's home?
Yes, if your service agreement says so. A lockout or no-access fee, often all or part of the visit price, covers the time you reserved and the trip you made. Record the date and time you arrived and any attempts to reach the client, then show the fee on its own invoice line with a reference to the clause in your agreement.
Should I give receipts to cleaning clients who pay cash?
Yes. A receipt confirms the amount, date and payment method, and protects both you and the client if there is a disagreement later. It also keeps your income records complete for tax purposes, since cash is easy to lose track of. You can mark the invoice as paid with the date and amount received, or issue a separate receipt that references the invoice number.
How do I invoice a client who pays for cleaning in advance?
Issue an invoice for the prepaid visits, for example four weekly cleans in November, with the service period and planned visit dates listed. Nothing more is billed when each visit happens. If a visit is skipped, apply the credit to the next invoice or refund it according to your agreement. Clear prepaid invoices make it easy for both sides to see what has been used.
Invoice Creator Editorial Team
Guides on invoicing, cash flow and small-business finance from Invoice Creator, operated by Next Software Development Company. Content is reviewed for accuracy against the fields our own invoice generator produces.
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