Cleaning invoice template for regular clients, end-of-tenancy jobs and extras
Invoice checklist
What a cleaner invoice should show
The date of every visit
"Regular clean, March" leaves the client counting. List the dates instead: 4, 11, 18 and 25 March. If they were away one week, or you moved a visit around a bank holiday, they can check it against their diary.
Which property each line is for
Letting agents often pay the cleaner and then recharge each landlord, and landlords with several homes keep each property's costs apart. Every line needs the address or a property name they'll recognise, or a single total for six flats comes back with a request to split it.
How the price was worked out
Per visit, per hour or a fixed price per property: say which. On team jobs, show cleaners and hours separately. Two cleaners for three hours is six hours of labour, and a client who saw your van outside for three will query six.
Whose products and equipment were used
Many cleaners price differently depending on whose products they use, so say which: "products and equipment supplied" or "client's own products used". Anything you buy or hire for the client, like washroom supplies restocked at an office or a carpet machine, goes on its own line.
Extras, and who asked for them
Oven, fridge, inside windows, a linen change: anything beyond the normal visit gets its own dated line. In a let property the tenant who asks for an extra isn't the landlord who pays, and "Oven clean, requested by tenant, 14 March" lets the landlord pay it or pass it on.
The works order or purchase order number
Letting agents usually issue a works order for each end-of-tenancy clean, and commercial clients often raise one purchase order for a year's contract. Copy the number exactly onto every invoice, and watch the PO's end date, because invoices quoting an expired one tend to be held.
Getting paid
How to bill as a cleaner
Regular clients: per visit or a flat monthly fee
Per-visit billing is the easiest to check, but a weekly clean invoiced monthly means four visits in some months and five in others, and clients notice. A flat fee of the weekly price times 52, divided by 12, keeps every month the same, as long as you've agreed in writing what happens to missed visits and holidays.
End-of-tenancy and one-off deep cleans
These are usually priced by property size, so name the size and what was included: "End-of-tenancy clean, 2-bed flat, including oven". Agree before the day whether the outgoing tenant, the landlord or the agent is paying. If you offer a free return visit when the check-out inspection flags something, say how long the offer lasts.
Short-notice cancellations and no access
If your terms charge for late cancellations, bill the charge as its own line with the date and reason: "Visit 12 March, cancelled same morning, half charge per booking terms". A wasted trip because there was no key and nobody home is billed the same way. Either charge is far easier to collect when the client agreed to the policy before the first visit.
Commercial contracts and extra work
Office and communal-area contracts are usually invoiced monthly for the agreed schedule. Work outside it, like a builders' clean after a refit, may need its own approval or PO. Get it in writing before you start and invoice it separately, so a query about the extra doesn't hold up payment for the regular month.
Templates
Best Invooza invoice templates for cleaners and cleaning businesses
Every template renders as a real PDF with your own logo, tagline and brand colours. These three suit this kind of work best, but all fourteen are available on every account.
Column
Suited to regular clients who look for one figure each month. A sidebar in your brand colour runs down the left edge, with the details and total stacked in one column beside it, so it reads easily on a phone.
Helix
Wide margins keep long lines like "End-of-tenancy clean, Flat 3, 22 Park Road" readable, and the invoice number and dates sit in their own label column. Suits an agent or landlord billed for several properties on one invoice.
Ribbon
Formal enough for an office's accounts department, but the totals sit in rounded rows instead of a heavy bar, so it doesn't feel stiff to a household. Suits a company with both kinds of client.
Avoid these
Cleaners and cleaning businesses invoice mistakes that delay payment
Access details on the invoice
Invoices get forwarded to partners, accountants and letting agents and sit in inboxes for years, so keep key safe codes, alarm codes and the whereabouts of the spare key off them. A line reading "Key holding, March" is all a key holding fee needs.
Charging the full month after missing a visit
On a flat monthly fee, a visit you missed through illness or a broken-down car needs a credit line or a note saying when it was made up. Clients remember the week you didn't come, and the full fee with no mention of it looks like paying for nothing.
Passing on parking costs nobody agreed
In town centres, and inside London's Congestion Charge zone, getting to a client can eat into what a two-hour clean earns. Agree it with the client before you pass it on, and show it on its own line at what you paid. A client in a residents' parking zone may be able to give you a visitor permit instead.
Invoicing a one-off clean weeks later
Someone who booked a single deep clean isn't expecting a monthly invoice, and an outgoing tenant is moving house that week. A month later they've changed address and may be disputing the deposit with their landlord. Invoice on the day, or take payment when you hand back the keys.
FAQ
Cleaners and cleaning businesses invoice template: frequently asked questions
Should I charge regular clients when they go on holiday?
It depends on your terms, so settle it before it comes up. Some cleaners charge nothing if given enough notice; others charge a reduced rate to hold the slot, since one free week is hard to fill. Name the dates on the invoice: "Slot held, client away 5 and 12 August, half rate per terms". Terms you add to an Invooza invoice print as bullet points under the totals.
Do I need to charge VAT on cleaning?
Only if you're VAT-registered. In the UK, a cleaner who isn't registered can't add VAT; once you are, show your VAT number and the VAT separately from the net price. VAT-registered business clients can usually reclaim it but households can't, so registering can mean a price rise for domestic clients. Thresholds and rules change, so check with HMRC, an accountant or your own tax authority outside the UK.
How do I bill one client for several properties?
One invoice with a line per property is usually simplest, but some agents want a separate invoice per property because each goes to a different landlord, so ask. In Invooza you can add a Property column to your line items on the Fields page, and it prints on every template. Each property's regular clean can be saved with its price in your products and services.
What should an end-of-tenancy cleaning invoice show?
The property address, the date, who booked it, what was covered and whether it has been paid. Tenants keep it as proof of a professional clean in case the deposit is disputed, and landlords keep it when cleaning costs come out of the deposit. In the UK it may end up in front of a tenancy deposit scheme adjudicator, who has only the paperwork to go on.
Create your cleaner invoice in minutes
Describe the job in chat or fill in a form. Your logo, tax and discount rules are applied for you, and the PDF is ready to send.
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