Cleaning Invoice Template

How cleaners price their work

Cleaning businesses use three main pricing methods, and the invoice should reflect whichever one you quoted. Flat-rate pricing charges a set amount per visit or per home size, which suits regular residential clients. Hourly pricing charges per cleaner per hour, useful for unpredictable jobs such as a cluttered first visit. Square-footage pricing is common for offices, retail units and post-renovation cleans.

Mixed pricing is normal too: a flat fee for the standard clean plus fixed-price add-ons. The sample uses exactly that pattern, so the homeowner can see what was included in the base price and what they chose on top.

Standard, deep and move-out cleans

Spell out which level of clean you delivered, because the words mean different things to different people. A standard or maintenance clean usually covers dusting, vacuuming, mopping, kitchen surfaces and bathrooms. A deep clean adds detail work such as baseboards, light switches, door frames, grout and limescale. Move-in and move-out cleans, sometimes called end-of-tenancy cleans, typically include inside cupboards and appliances and are aimed at getting a deposit returned or a property ready for new occupants.

If a landlord or letting agent has its own checklist, mention on the invoice that the clean followed it. It helps when a tenant and landlord disagree about the condition later.

Add-ons that deserve their own lines

Inside the oven, inside the fridge, interior windows, blinds, carpet spot treatment, balcony sweeping, garage tidying, laundry and changing bed linen are popular extras. Giving each its own line and unit price turns your invoice into a menu the client can reorder from next time. It also prevents the feeling that a regular visit suddenly cost more for no reason.

For heavy or unusual tasks, such as heavy pet hair, mould treatment or biohazard situations, quote first and invoice separately. Some of those jobs need specialist products or training, and some should be referred to specialists.

Recurring clients and scheduled visits

Weekly, fortnightly and monthly clients are the backbone of most cleaning businesses. Agree whether you invoice per visit, weekly or monthly in arrears, and keep to it. A monthly invoice that lists each visit date as a line is tidy and easy to check: "Standard clean, 3 October", "Standard clean, 17 October", and so on.

A Prima Invoice account can create recurring invoices automatically on a schedule and remind clients before the due date, which saves a surprising amount of admin when you have dozens of regular homes.

Supplies, equipment and eco products

State whether you bring your own products and equipment or use the client's. If you supply them, either include the cost in your rate or add a small supplies line per visit, as in the sample. Clients who request specific eco-friendly, fragrance-free or allergy-friendly products often accept a supplies charge because they asked for something particular.

Large consumables provided on commercial contracts, such as toilet paper, hand soap and bin liners, are usually re-billed monthly at cost or cost plus a handling percentage. List them by product and quantity.

Keys, access and lockout fees

Cleaners often hold keys, alarm codes or building fobs. Record on your booking form who provides access and what happens if you cannot get in. A lockout or late-cancellation fee, charged when you arrive and cannot clean through no fault of your own, is common in the industry; put the amount in your terms and quote it on the invoice if you ever need to charge it.

Never write alarm codes or key locations on an invoice. Invoices get forwarded, printed and filed in places you cannot control.

Commercial and office cleaning contracts

Office, clinic and retail contracts tend to be monthly with a fixed fee for a defined schedule, such as five evening cleans per week, plus a separate rate for one-off requests like a post-event clean or carpet shampoo. Business clients usually need your company details, their purchase order number and sometimes a site code for each location.

If you clean multiple sites for one company, either invoice each site separately or list each site as its own group of lines so their accounts team can allocate costs to the right budget.

Post-construction and short-term rental turnovers

Builders' cleans after renovations remove plaster dust, paint splashes, stickers and debris, and are usually priced by area or by crew-hours because conditions vary so much. Note the number of cleaners and hours in the line description to make the price transparent.

Holiday and short-term rental hosts need fast turnovers between guests, often with linen changes and restocking. A per-turnover price with add-ons for laundry, consumables and inventory checks keeps things simple, and a monthly statement listing each turnover date helps hosts reconcile with their bookings.

A worked example from the sample lines

The sample is a one-off deep clean: $320 for a three-bedroom, two-bathroom home, $45 for the oven, $35 for the fridge and freezer, 14 interior windows at $6 ($84), $40 for baseboards and door frames, two laundry loads at $20 ($40) and $15 of eco products. The subtotal before any tax is $579.

These are example prices to show the layout. Cleaning rates vary with city, property size, condition and labour costs.

Breakages, damage and satisfaction guarantees

Accidents happen. Tell clients how you handle a broken item or damage, and carry suitable liability insurance. If you offer a re-clean guarantee, such as returning within 24 hours to fix anything missed at no charge, say so in your terms and mention it in the invoice notes; it reassures new clients and reduces disputes about payment.

If you agree to a partial refund or credit after a complaint, issue it as a separate discount line or a credit on the next invoice so the record stays clear.

Tips, gratuities and staff

Some clients like to tip the cleaners who came. If you allow tipping through your invoice, add it as a separate line or let clients add it to a card payment, and make sure it reaches the staff concerned. Keep tips apart from your service revenue in your records, because they can be treated differently for payroll and tax depending on where you operate.

Specialist services with their own pricing

Carpet steam cleaning, upholstery shampoo, mattress sanitising, pressure washing patios and driveways, gutter clearing, solar panel rinsing, chandelier dusting, grout restoration and commercial kitchen extractor hoods all need different equipment, chemicals or skills. Price each by its natural unit: per room or per square metre for carpets, per seat for sofas, per linear foot for gutters, per panel for solar arrays. Mention drying times or access requirements in the description so the customer plans around them.

Medical suites, laboratories, gyms and childcare centres may expect documented disinfection routines, colour-coded cloths and logbooks. If your contract includes those obligations, reference the schedule on the invoice; facility managers file it as compliance evidence, not just as a bill.

A room-by-room checklist clients understand

Attaching a short checklist to the invoice answers "what did we pay for?" before it is asked. Kitchen: worktops wiped, hob degreased, splashback, sink descaled, cabinet fronts, microwave, floor mopped. Bathrooms: limescale removed from taps and screens, toilet sanitised, mirrors polished, grout scrubbed, extractor fan cover dusted. Living areas and bedrooms: cobwebs, skirting boards, light fittings, picture frames, under furniture, mattresses turned on request. Entrance: doormat shaken, stairs, banisters, cupboard interiors.

Ticking items on a mobile checklist app during the visit gives you timestamps that are handy if a client later questions whether a room was done.