Cleaning invoices are usually recurring and low-value, so the goal is a format you can reuse every month without thinking. The three things clients query are the same each time: which visits are on this invoice, what the extra charges were for, and how supplies are handled.
Bill the recurring service as one monthly line
For a client on a regular schedule, a single line does most of the work: "Standard clean — 4 weekly visits, May". Set the quantity to the number of visits and the unit price to your per-visit rate, so the maths is visible. If visits vary in scope — a longer clean once a month, say — split those out rather than averaging the rate.
Decide whether you bill in arrears or in advance. In arrears means you invoice at month end for the visits that happened, which naturally handles cancellations. In advance means the client prepays and you reconcile any missed visits on the next invoice. Both are fine; just be consistent so the client knows what to expect.
Handle supplies one way, every time
You have two clean options for consumables and products. Either fold a small amount into your visit rate and never mention it, or add a separate "Supplies" line each month at a fixed amount. Avoid switching between the two. A separate line is the better choice when the client supplies some products themselves, or when a commercial client wants every cost itemised for their books.
List add-ons and one-offs separately
Anything outside the standard visit gets its own line: interior windows, oven cleaning, inside the fridge, a spring deep clean, carpet treatment, or an extra visit before an event. Give each a short description and its own price. This keeps your recurring rate stable — you are not quietly raising it to cover extras — and it shows the client the value of the add-ons they asked for.
Record what was done for commercial clients
A homeowner on a weekly clean rarely needs a task list. An office manager, a letting agent, or an Airbnb host often does, especially on the first invoice or when a property is being handed over. A brief bullet list — reception, kitchen, two bathrooms, meeting rooms, bins — attached to or noted under the line item turns a vague charge into an accountable one.
Keep cancellation terms short and visible
State a notice window — 48 hours is typical — and what a late cancellation costs, usually half the visit rate to cover the slot you held. Put it in your terms before the first visit, and when you do apply it, show it as its own dated line so there is no confusion about what the charge covers.
Set simple payment terms
Most cleaning clients are individuals or small offices, so net 7 or payment on receipt works well. Offer one or two easy payment methods, ask for the invoice number as a reference, and send a brief reminder a few days after the due date if needed.
If you are registered for sales tax or VAT, add it on the invoice at the rate for where you work; whether you have to register at all varies by country, and this page is general guidance rather than tax advice.
Before you send
- Your name or business name, address, and tax number if registered
- The client's name and the service address
- A unique invoice number and both dates
- The recurring service as one line with visit count and rate
- Supplies handled consistently — in the rate or on their own line
- Add-ons and one-off cleans itemised separately
- A task list for commercial clients where useful
- Cancellation charges shown as dated lines
- Payment method and terms
Set your visits and rate above and download the PDF. A free NeatDue account keeps each client and address on file so every monthly invoice looks the same.