Question 1

Is the cleaning invoice template actually free?

Accepted Answer

Yes, 100% free with zero strings attached. Download in Excel, PDF, or Word format as many times as you want. No email required, no credit card needed, no hidden fees. Just download and start using it immediately for your cleaning business.

Question 2

What should I include on a cleaning invoice?

Accepted Answer

Every cleaning invoice should include: your business name and contact information, business license number and insurance info if applicable, client name and service address, invoice number and date, service date(s) performed, detailed list of cleaning services performed, hours worked or flat rate charged, any supplies provided, subtotal before tax, applicable sales tax, total amount due, payment terms and due date, accepted payment methods, and any special notes or next service date for recurring clients.

Question 3

How should I price my cleaning services?

Accepted Answer

There are several pricing models for cleaning businesses: Hourly rates ($25-60 per hour depending on your market and experience), flat rates per cleaning ($80-200 for standard houses, more for deep cleans), per square foot pricing ($0.05-0.20 per sq ft for commercial), or package pricing (Basic Clean $100, Deep Clean $180, Move-Out $300). Research your local market, factor in your time, supplies, travel, and overhead. Don't underprice - professional cleaning is valuable skilled work.

Question 4

Should I charge for cleaning supplies?

Accepted Answer

Yes, if you provide supplies you should charge for them. You can either build supply costs into your hourly or flat rate (add $5-15 per job to cover supplies), or itemize supplies as separate line items showing actual costs. Many cleaners charge a "supply fee" of $10-20 per cleaning. Be transparent - clients generally understand supply costs when explained.

Question 5

What payment terms should I use for cleaning invoices?

Accepted Answer

For one-time residential cleaning, "Due Upon Completion" or "Payment Due Same Day" is standard - many cleaners collect payment immediately after finishing. For recurring residential clients, you can invoice weekly or monthly with Net 7-15 terms. For commercial contracts, Net 15 or Net 30 is typical. Always establish payment terms in your initial service agreement so there are no surprises.

Question 6

Can I customize the cleaning invoice template?

Accepted Answer

Absolutely. The templates are fully customizable. Add your logo and branding colors, modify service descriptions to match what you offer, add or remove line items, include package pricing options, add fields for property details or special instructions, customize payment terms, and include warranty or satisfaction guarantee statements. Make the template completely your own.

Question 7

Do I need to charge sales tax on cleaning services?

Accepted Answer

Tax treatment varies by location. In most US states, residential cleaning services are subject to sales tax, but some states exempt them. Commercial janitorial services may be taxed differently than residential cleaning. Supplies are usually taxable. Check with your state tax authority or accountant - incorrect tax collection can result in penalties. The template includes tax calculation fields that you can use or remove based on your requirements.

Question 8

How do I handle recurring cleaning clients?

Accepted Answer

For recurring clients (weekly, bi-weekly, monthly), you have options: Invoice after each cleaning showing that specific service date, invoice monthly for all services that month, or set up automatic recurring invoicing on a schedule. Many cleaners prefer invoicing monthly for easier record-keeping. Always include the service date range and note the next scheduled cleaning to keep clients informed.

Question 9

Should I require deposits for new clients?

Accepted Answer

For standard cleaning services, deposits are unusual. However, for large jobs like post-construction cleanup, move-out deep cleans, or first-time deep cleans of extremely dirty properties, requesting 25-50% upfront is reasonable. Deposits protect your time investment. Most professional cleaners collect full payment upon job completion for residential work.

Question 10

What should I charge for deep cleaning versus regular cleaning?

Accepted Answer

Deep cleaning typically costs 50-100% more than regular maintenance cleaning because it takes significantly more time. If your standard clean is $100, your deep clean might be $150-200. Deep cleaning includes inside appliances, detailed baseboard cleaning, inside cabinets, etc. - services not done in routine maintenance. Clearly define what's included in each service level so clients understand the price difference.

Question 11

How do I invoice for move-out cleaning?

Accepted Answer

Move-out cleanings should be priced as flat rates based on home size and condition. Create a detailed invoice listing every area cleaned: all appliances deep cleaned, all cabinets inside and out, all bathrooms detailed, all floors, walls spot cleaned, baseboards, windows, etc. Include before photos in your documentation. Many cleaners charge a premium (20-40% more) for move-out cleans because they require more thoroughness than regular maintenance cleaning.

Question 12

Should I charge extra for homes with pets?

Accepted Answer

Many cleaners add a modest pet fee ($10-25 per visit) or note that homes with multiple pets require more time. Pet hair requires additional vacuuming, lint rolling furniture, and sometimes specialty products. Be upfront about this when quoting. Most pet owners understand and accept reasonable pet-related charges. Some cleaners build it into their hourly rate instead of charging separately.

Question 13

What are standard payment methods for cleaning services?

Accepted Answer

Accept multiple payment methods to get paid faster: cash (most common for residential), checks (becoming less common), credit and debit cards (via Square, PayPal, or similar), digital payments (Venmo, Zelle, PayPal), and bank transfers for commercial clients. Offering card and digital payments can reduce your average payment time from several days to same-day or next-day.

Question 14

How do I handle pricing for commercial cleaning contracts?

Accepted Answer

Commercial cleaning is often priced per square foot ($0.05-0.20 depending on type of facility and frequency) or as flat monthly rates for regular service. Create detailed specifications of what's included: daily trash removal, restroom sanitizing, floor care, etc. Commercial invoices often require purchase order numbers and are typically on Net 30 payment terms. Build longer payment waits into your pricing if needed.

Question 15

Should I offer discounts for recurring clients?

Accepted Answer

Yes, offering 5-10% discounts for weekly or bi-weekly recurring clients is smart business. Predictable recurring revenue is more valuable than sporadic one-time jobs. Note the discount on invoices so clients see they are getting special pricing: "Bi-weekly service discount: -$10". This encourages client retention and demonstrates you value loyal customers.

Question 16

How detailed should my service descriptions be?

Accepted Answer

Be specific enough that clients understand what you did, but not so detailed it becomes overwhelming. Instead of just "cleaned house," write "3 bedrooms, 2 bathrooms, kitchen, living areas - dusted, vacuumed, mopped all floors, detailed bathroom sanitizing." For deep cleans, list major tasks like "cleaned interior of oven, refrigerator, all cabinets." Specificity prevents disputes and showcases your thoroughness.

Question 17

Can I charge rush fees for same-day cleaning?

Accepted Answer

Absolutely. Same-day or next-day rush requests should command premium pricing - typically 25-50% extra. Note it clearly on the invoice: "Rush service premium - same day booking: $40". This compensates you for rearranging your schedule. Most clients understand urgent requests cost more, just like any other service industry.

Question 18

What if a property is much dirtier than expected?

Accepted Answer

If you arrive and the property is significantly worse than described, take photos and contact the client immediately before starting. Explain that the actual condition requires more time/higher pricing than quoted. Get approval for the adjusted price in writing (text or email is fine). On your invoice, note "Deep clean surcharge - condition worse than described" with photos referenced. This protects you from clients expecting deep clean results at maintenance cleaning prices.

Question 19

How do I invoice Airbnb or vacation rental cleaning?

Accepted Answer

Vacation rental turnover cleaning is usually flat-rate per turnover. Invoice for each cleaning with the checkout/check-in dates. If you also restock supplies or do laundry, itemize those services separately. Many vacation rental cleaners invoice weekly or monthly, listing each property and number of turnovers. Consider offering property managers volume discounts for multiple properties.

Question 20

Should I include my insurance and license info on invoices?

Accepted Answer

Yes, definitely include your business license number if required in your area, and note that you are insured and bonded (if applicable). This is required for most commercial cleaning contracts and builds trust with all clients. Many clients specifically look for insured and bonded cleaners, so highlighting this can justify premium pricing.

Question 21

What's the difference between the Excel, PDF, and Word templates?

Accepted Answer

Excel is best for automatic calculations - totals, taxes, and hourly rates calculate automatically as you type. PDF is perfect for sending to clients - it looks professional and can't be edited. Word is great if you prefer text editing and want to easily customize the layout. Most cleaning businesses use Excel to build invoices, then save as PDF to send to clients. Download all three to see which fits your workflow.

Question 22

How do I follow up on unpaid cleaning invoices?

Accepted Answer

Send a friendly reminder 2-3 days before the due date. If payment doesn't arrive, wait 3-5 days after the due date and send a polite follow-up: "Just checking in on invoice #123 from your cleaning on March 15th." Most late payments are simple oversights. After 15 days overdue, send a firmer reminder or make a phone call. After 30 days, consider pausing service for recurring clients until payment is made.

Question 23

Can I charge travel fees for distant locations?

Accepted Answer

Yes, if you're traveling outside your normal service area (usually 15-20 miles from your base), charging a travel fee is reasonable. This can be mileage-based ($0.50-1.00 per mile over your free radius) or a flat trip charge ($15-50 depending on distance). Disclose this when quoting so clients aren't surprised on the invoice.

Question 24

How do I invoice for post-construction cleaning?

Accepted Answer

Post-construction cleaning requires premium pricing because of the heavy dust, debris, and detail work involved. Price it 50-100% higher than regular cleaning. Break down the invoice into phases if it's a large job: rough clean (debris and heavy dust removal), detailed clean (fine dust, windows, fixtures), final touch-up (polish and inspection). Include before photos and note any special products used for construction residue.

Question 25

Should I offer payment plans for large cleaning jobs?

Accepted Answer

For very large jobs (hoarding cleanup, extensive post-construction, whole-estate cleaning), breaking payment into milestones makes sense: 30-50% deposit before starting, 25-30% at halfway completion, and 20-25% upon finish. This protects your cash flow on multi-day projects. Show all payments on each invoice with running totals and remaining balance.

Question 26

What information should I track for commercial cleaning clients?

Accepted Answer

For commercial clients, track: facility name and address, contact person and accounts payable contact (often different), purchase order numbers (required for most commercial payments), square footage, service frequency and schedule, access codes and keys, special requirements or restricted areas, certificate of insurance on file date, and monthly contract amount. Commercial clients often have specific invoicing requirements - ask before submitting your first invoice.

Question 27

How do I price specialty services like window cleaning or carpet shampooing?

Accepted Answer

Specialty services command premium pricing. Window cleaning is often priced per window ($5-15 per window) or per pane. Carpet cleaning is typically $25-75 per room or $0.25-0.50 per square foot. Upholstery cleaning is per piece ($75-200 depending on size). List these as separate line items from regular cleaning with their own pricing structure. Don't bundle specialized work into general cleaning rates - you'll lose money.

Question 28

Why should I use Invoice Mama instead of these free templates?

Accepted Answer

Free templates work fine for occasional invoicing, but if you clean homes or offices regularly, Invoice Mama saves massive time and gets you paid faster. You enter your business information once and it is saved forever. Clients are saved for quick reuse on recurring services. Invoice numbers auto-increment. Send invoices directly via email from the app. Accept online payments (clients pay 2-3x faster). Automatic payment reminders follow up for you. Track which clients owe money and payment history. See your total revenue at a glance. Generate tax reports instantly. Start free for 10 invoices, then pay just $69 once for unlimited lifetime access - never a monthly subscription.

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Package Pricing Built-In

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Download Your Free Cleaning Invoice Template

Excel Template

PDF Template

Word Template

Common Cleaning Service Packages

Basic Maintenance Clean

Deep Clean

Move-Out Special

Post-Construction

Why Packages Work

Everything Cleaning Businesses Need

Flexible Pricing Models

Recurring Service Tracking

Supply Cost Documentation

Service Package Options

Multiple Download Formats

Time & Square Footage Tracking

Professional Appearance

Before/After Documentation

Tax & Insurance Fields

Client Notes & Preferences

How to Price Your Cleaning Services Profitably

Hourly Pricing

Pros

Cons

Flat Rate Pricing

Pros

Cons

Square Footage

Pros

Cons

Subscription Pricing

Pros

Cons

Factor Everything Into Your Rate

Don't Compete on Price Alone

Charge More for Difficult Situations

How to Use Your Cleaning Invoice Template

Choose Your Format

Add Your Business Info

Enter Client & Property Details

List Services & Supplies

Calculate & Send

What to Include in Your Cleaning Invoice

Residential Cleaning Services

Kitchen Cleaning

Bathroom Cleaning

Living Areas & Bedrooms

Specialty Cleaning Services

Commercial Cleaning Services

Post-Construction Cleaning

Move-Out / Move-In Services

Laundry & Organization

Outdoor & Exterior Cleaning

Additional Services & Fees

Cleaning Supplies & Products

Labor & Time Charges

Best Practices for Cleaning Business Invoicing

Invoice Immediately After Service

Be Crystal Clear About What Was Cleaned

Set Pricing Before You Clean

Create Service Packages for Consistency

Track Recurring Clients Systematically

Charge Appropriately for Supplies

Document Condition for Problem Properties

Offer Multiple Payment Methods

Include Your Business License and Insurance

Set Clear Payment Terms

Charge Premium Rates for Rush Jobs

Build Discounts into Recurring Contracts

Track Pet Situations

Use Consistent Invoice Numbering

Add Personal Thank You Notes

Managing Recurring Cleaning Clients

Predictable Revenue

Time Savings