Cleaning invoice template: what to include and how to use it

A cleaning invoice template is a reusable document that shows the client what you cleaned, what it cost and how to pay. Copy the fields below into a document, a spreadsheet or a cleaning app, then use the same layout for every job so nothing gets missed.

This guide gives you a template you can copy, explains the tax and total lines, and shows how to handle payment terms and records without turning invoice day into a project.

The fields every cleaning invoice needs

An invoice is a business record, not just a request for money. It should stand on its own if the client, your accountant or a tax office looks at it later.

Include these fields:

Your business name and contact details. The name you trade under, your phone, email and address.
Your business number or tax ID. Add it if your area requires it on invoices.
A unique invoice number. Use a simple sequence, such as 1042, and never reuse a number.
The invoice date. The date you issue the invoice.
The client's name and address. The person or business who owes the money, plus the address of the home if it is different.
A description of the work. The date of the clean, the rooms or service and anything extra you did.
The quantity and rate. Hours, visits, rooms or a flat rate. Show the unit so the maths makes sense.
The subtotal. The total before tax.
The tax line. The rate and amount for your province or state.
The total. Subtotal plus tax.
Payments received. Any deposit or part payment already made.
The balance due. What the client still owes.
Payment terms. When payment is due and how to pay.
Notes. A short thank you, the next visit date or a reference to your terms.

If you use a cleaning app, most of these fields should fill from the client and visit record. Check them anyway before you send.

A cleaning invoice template you can copy

Use this as the body of your invoice. Replace the text in brackets with your own details.

Header: [Your business name], [phone], [email], [business number if required]

Invoice number: [1042]

Invoice date: [date]

Bill to: [client name], [client address]

Service address: [home address if different]

Work completed:

[Date] [Regular clean, three bedrooms and two bathrooms]
[Extra: inside oven]

Amount:

[Regular clean] [1 visit] [at $180.00] [$180.00]
[Inside oven] [1] [at $40.00] [$40.00]
Subtotal: [$220.00]
Tax at [your local rate]: [$amount]
Total: [$amount]
Payment received: [$amount or $0.00]
Balance due: [$amount]

Payment terms: Due on receipt. Pay by [Interac e-Transfer, bank transfer or the payment link on this invoice].

Notes: Thank you for your business. Your next visit is [date and time]. Please send any changes at least [number] hours before the visit.

This is a layout, not a price list. Use your own rates and the tax rate that applies where you work. If you are not sure whether you need to charge tax, ask an accountant or your local tax office.

How to show tax and totals

Tax is the line most likely to cause a question. Keep it simple and consistent.

Start with the subtotal, which is the sum of your work before tax. Add tax at the rate for your area. Show the rate and the amount, not just a final number. Then show the total. If the client paid a deposit, show the payment and the remaining balance.

Do not bury tax in the price of each line unless your local rules tell you to. A clear tax line makes the invoice easier to check and easier to explain.

If you work in Canada, you may deal with GST, HST or PST depending on the province. If you work in the US, sales tax rules vary by state and sometimes by city. The names and rates change. The principle does not: show the tax separately and keep the rate you used.

Payment terms and late fees

Payment terms tell the client when to pay. Without them, some clients treat the invoice as a suggestion.

Choose one clear term and put it on every invoice:

Due on receipt. Common for residential cleaning. The client pays when the clean is done.
Net 7, 14 or 30. Common for property managers and small commercial clients. The number is the days allowed before payment is late.
Deposit before the first clean. Useful for a large first clean or a move out. Say the amount and whether it comes off the final invoice.

If you charge a late fee, put it in your terms before the work starts and follow the rules where you live. A late fee that appears for the first time on an overdue invoice is hard to defend.

Make paying easy. Add the payment link, the e-Transfer email or the bank details directly on the invoice. A client who has to ask how to pay is a client who pays later.

What to do when a client does not pay

Start with a friendly reminder, not a threat. Most late payments are forgetfulness, not a refusal.

Wait until the due date has passed. Do not chase before the agreed term ends.
Send the invoice again with a short note. Say when it was due and ask if anything is unclear.
Add a payment reminder in your software if you have one. A polite reminder on day three and day seven is usually enough.
Call if the amount is large or the client has gone quiet. A short call is often faster than another email.
Follow your written terms. If a late fee applies, say so calmly and show the term.
Stop new work if the balance stays unpaid. You are allowed to protect your time. Put the pause in writing.

Keep every reminder and every reply. If the problem grows, a clear record helps you decide what to do next. For a small balance, a collection agency or a legal claim may cost more than the invoice. Use your judgement.

Keeping records for tax time

Good records make tax time shorter and cheaper. Keep the invoice, the payment record and the expense receipts for the same period.

A simple system works:

Give every invoice a number and store it by year.
Keep a record of the date you sent it and the date it was paid.
Match the payment to the invoice, including part payments.
Store receipts for supplies, fuel, insurance and software.
Back up your records or use a tool that keeps them for you.

Ask an accountant how long you need to keep records where you live. The answer varies, and it is easier to ask once than to rebuild a year later.

How to send an invoice in five steps

Finish the clean and record what you did. Add any extras and photos while you are still at the home.
Open the client and create the invoice. Pull the visit and the price you agreed.
Check the tax and the total. Make sure the rate and the amount are right.
Add the due date and the payment details. Say how the client can pay.
Send it and record the payment when it arrives. Mark the invoice paid the same day.

If you use Cleaning Business Made Easy, quotes and visits carry your own rates, invoices show tax, due dates and paid status, and payment reminders go out for unpaid invoices. That removes the copy and paste step from this process.

Checklist for every cleaning invoice

Your business name, contact details and business number are correct.
The invoice number is unique.
The client name and service address are right.
The work description matches what you did.
The rate and quantity add up to the subtotal.
The tax rate is correct for your area.
The total and balance due match your records.
Payment terms and payment details are on the invoice.
The next visit date is included if the client is recurring.
The invoice is saved with the payment record.

FAQ

What should a cleaning invoice include?

It should include your business details, a unique invoice number, the invoice date, the client and service address, a description of the work, the rate and quantity, the subtotal, tax, the total, any payment received, the balance due and the payment terms. A short note with the next visit date is also useful.

Do I need to charge tax?

It depends on where you work, what you sell and your revenue. Rules vary by country, state and province, and some small businesses are not required to register at first. Check with your local tax office or an accountant before you add or remove a tax line.

Can I use a spreadsheet template?

Yes. A spreadsheet is a fine start if it has the fields above and you keep it backed up. The risk is duplication: one row for the quote, another for the visit and another for the invoice. Move to a tool when the copy and paste starts causing mistakes.

Should I send the invoice before or after the clean?

Send it after the work is done for most residential clients, unless your terms ask for a deposit. For property managers and commercial clients, an invoice after the visit or at the end of the month is common. Put the timing in your terms so the client knows what to expect.

How long should I keep invoices?

Ask an accountant or your local tax office. The required period varies by country and can depend on the type of record. Keep the invoice, the payment record and the related expense receipts together for at least the period your area requires.

See the cleaning app, cleaning pricing and related guides: cleaning service software and how much to charge for house cleaning.

Send the invoice from the driveway

Cleaning Business Made Easy turns a finished visit into an invoice with your tax, due date and payment details already in place, then follows up with payment reminders. It is free while we test, with no card needed. Start free while we test.