This cleaning invoice template does the maths while you type. Pick the cleaning type, enter the rooms or square footage, add the extras like an inside oven, and the total updates on the live preview. What you see on the right is exactly what the client gets, as a PDF, a Word file or an Excel sheet. There is no account and no email step.
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How to Fill Out a Cleaning Invoice
- Add your business once. Logo, name, phone, email and a business license number if you have one. They stay saved in your browser for the next invoice.
- Describe the job. Client name and service address, then the cleaning type (standard, deep, move-out or commercial), the bedrooms and bathrooms or the square footage, and the frequency. Add the date of service and an invoice number.
- Price the work. Enter the base cleaning as a flat price or as hours times a rate. Add each extra on its own line: inside oven, inside fridge, interior windows, pet hair, laundry. Add supplies as a separate line if you charge for them, and a trip fee if the job is far from your usual route.
- Set the terms and send. Choose the tax rate if your state taxes your service, the payment terms, and how the client can pay. Then download the PDF and send it the same day, while the visit is fresh.
Clients pay faster when they can see what they paid for. A line that says “Deep clean, 3 bed 2 bath” is clear. A line that says “Cleaning” invites a question. Spell out the add-ons too, because that is where disputes usually start: the client remembers asking for the oven, and you remember it being extra.
Pick Cleaning from the Trade menu first for a head start. It loads fields for cleaning type, bedrooms and bathrooms, and frequency, and a standard cleaning line. Add each extra you did as its own line; on a cleaning estimate, extras such as inside oven or interior windows print as tick boxes the client can approve. No preset fills in prices, because only you know your rates. Keep a note of the checklist you used, such as kitchen surfaces, bathrooms, floors and trash, so the invoice doubles as proof of the work if a client questions a visit.
Residential vs Commercial Cleaning Invoices
The two look alike on paper but are billed differently, so write the home type or site in the job fields and adjust the lines for each.
Residential
Homes are usually priced by the visit, by the size of the home, or by the hour. The invoice should name the home type and size, the cleaning type, and every add-on. Many residential clients pay by card or app on the day, so put your payment options near the total. Move-out and deep cleans are one-off jobs and often start with a deposit, which the template can show with the balance due.
Commercial
Offices and shops are usually billed on a contract: a set price per month or per visit for an agreed scope. The invoice should carry the client’s PO number if they use one, the service location, the billing period, and the scope in a line or two. Commercial clients often pay on terms such as net 15 or net 30 rather than at the door, so show the due date clearly, and whether a late fee applies if you charge one. Many accounts payable teams will not pay an invoice without a PO number or a contact name, so ask for both at the start.
Supplies and equipment
Decide once whether supplies are included in your rate or billed as a line. Including them keeps the invoice short. Billing them separately makes sense when the job needs something unusual, like a rented floor machine or heavy-duty products for a move-out. Either way, say which on the invoice so there are no surprises.
Recurring Clients: One Invoice per Visit or per Month?
Recurring clients are the backbone of most cleaning businesses, and they raise the question of how often to bill.
- Per visit. You invoice after each clean. Payment arrives sooner, a missed or extra visit never gets tangled up with another, and the client always has a receipt for exactly what happened. The cost is more paperwork, which software or saved details reduce.
- Per month. One invoice lists every visit in the period, with the dates. It suits commercial accounts and clients who prefer one payment, and it suits you if you want predictable cash flow. The risk is that one disputed visit holds up the whole invoice.
- Prepaid. Some cleaners bill the month ahead, then adjust the next invoice for skipped visits. It protects cash flow and works best when the schedule is fixed.
Whichever you choose, put the frequency and the visit dates on the invoice. Use the Frequency field in the template for weekly, biweekly or monthly service, and add a line for any extras done that month. Keep the invoice number sequence clean so your records match your bank deposits at tax time.
Cleaning Estimate and Quote Templates
Most jobs start with a price before the work. The tabs at the top of the form switch the same document between Invoice, Estimate and Quote, and your details carry across, so you enter the job once.
- Estimate: your best price based on what you know. Good for a first conversation, or when you have not seen the home. The final invoice can differ if the job turns out bigger, such as a home that needs a deep clean rather than a standard one.
- Quote: a fixed price for a defined scope, valid for a set time. Good after a walkthrough, and best for move-out and commercial jobs where the client wants a number to approve.
Whatever you call it, write down what is included and what is not, the cleaning type and the date the price is valid until. Our estimate template covers the wider contractor version with deposits and signatures.
When the client says yes, the same details turn into the invoice. Our free invoice generator keeps your business details, and the contractor invoice template has the version for project work with progress billing.
Word, PDF, Excel or Google Docs?
One form gives you three files, plus print.
- PDF is the one to send. It looks the same on every phone and cannot be edited by mistake.
- Word (.docx) is for when you want to rewrite parts of the invoice. It also opens in Google Docs and Apple Pages.
- Excel (.xlsx) keeps every amount as a number, useful for tracking a recurring client’s month.
- Print gives you a US Letter copy for clients who still pay by check.
Software for Cleaning Businesses
A template is enough when you have a handful of clients. Once you are scheduling several cleaners, chasing late payments or billing recurring clients every week, software saves hours: it repeats visits on a schedule, sends invoices and takes card payments automatically. If you are comparing options, our guide to the best cleaning business software prices each tool per cleaner from the vendors’ own pages and says who should skip each one.
Questions people ask
Is there a free cleaning invoice template in Word?
Yes. Fill in the cleaning invoice template at the top of this page and press Word. You get a .docx file with your logo, the client, the cleaning type, line items, supplies, tax and the total due, ready to edit in Microsoft Word, Pages or Google Docs. PDF and Excel come from the same form, and there is no account or email step.
Can I make a cleaning invoice in Excel?
Yes. Press Excel after filling in the form and you get an .xlsx sheet where every amount is a real number, so quantities, rates, tax and totals recalculate when you change a cell. It also opens in Google Sheets. Excel suits tracking a month of visits for one client; the PDF is the better file to actually send.
How do I invoice a recurring cleaning client?
Two common ways. Bill each visit with its own invoice, which keeps payments simple and makes skipped or extra visits obvious. Or send one invoice per month listing every visit, which means fewer documents and one payment. Whichever you pick, write the schedule on the invoice, such as every other Tuesday, so the client always sees what the charge covers.