Free Cleaning Service Invoice Template (Fillable PDF, Word, Excel)

What is on the page

Service address

Where the cleaning happened. For rentals and move-outs it differs from the billing address, and property managers file invoices by unit.

Visit lines

Date, service level (standard, deep, move-out) and the add-ons for that visit on their own lines. Clients remember "the oven was extra" when it is written down.

Cleaners and hours

Optional, but showing the crew size and time explains the price for hourly pricing and reassures flat-rate customers that the visit was a real one.

Frequency and visits

On commercial invoices, the contracted frequency and the actual number of visits in the month. Holidays and closures change the count; note them.

Supplies / travel fee

Some companies charge a small supplies or fuel fee; others build it into the rate. Either way, be consistent and put it in writing.

Sales tax

Residential house cleaning is taxable in some states (for example Texas, Ohio, Pennsylvania, New Jersey, Minnesota, Connecticut) and exempt in most others; commercial janitorial follows similar but not identical rules. Check your state once.

Checklist

On a deep clean, the list of rooms and tasks completed, plus what was declined or out of scope. It settles deposit disputes between tenant and landlord before they reach you.

License / insured

Bonding and liability insurance are what customers ask about; state it on the invoice next to your business name.

Pricing models and which invoice fits

• Per visit, flat rate (most residential): price by home size and service level, add-ons separately. Use the residential invoice; bill monthly for recurring clients or per visit.
• Hourly: common for first cleans and small operators. The residential invoice has crew and hours columns; put the hourly rate in the service description.
• Monthly contract (offices, clinics, retail): fixed monthly fee or rate per visit × visits. The commercial invoice shows both and leaves room for extras and consumables.
• Per job: move-outs, post-construction, deep cleans. The deep-clean invoice with the checklist.

Getting paid without chasing

Residential clients pay fastest when payment is frictionless: a card on file charged after each visit, or a text with a payment link the same evening. Send the invoice the day of the clean, not at month end. For recurring clients, a monthly statement-style invoice (the residential version lists each visit) works if they prefer one payment, but set auto-pay as the default. Commercial clients pay on terms; the invoice has to reach accounts payable with the PO number on it, on the first of the month, with the previous month's service log available. A missing PO number costs you 30 days.

For move-outs, collect payment on completion. Tenants move away; the invoice with the checklist and photos is also their evidence for the deposit, so they have a reason to pay promptly for a clean copy.

How to fill it in

1. Enter the service address, the client's billing details and your business details including bonding and insurance.
2. Residential: one line per visit and one per add-on, with the price. Commercial: one line per area with frequency, visits and rate; extras in the second table. Deep clean: the job and add-ons, then tick the checklist.
3. Enter supplies fee, discounts, deposit received and sales tax if your state charges it. Excel totals.
4. Fill payment options (include at least one app or card option) and the terms.
5. Add the schedule and next visit, or for a deep clean, the condition notes and what was excluded.
6. Send as PDF the same day.

Notes that prevent complaints

• Write what was not done and why ("carpet shampoo declined", "oven not accessible").
• Record entry method and who has keys or codes.
• State your re-clean policy (the sample says 24 hours) so a complaint has a path other than withholding payment.
• On commercial invoices, note skipped holidays and approved extras with the approver's name.

Editing the Word and Excel versions

Excel totals visits, applies fees, discounts and tax, and multiplies visits by rate on the commercial version. Edit the checklist items in Word or the spreadsheet to match your service menu, and save a master per recurring client with their address and schedule filled in. Give a receipt when paid in cash, and use the payment reminder for the rare client who needs one.

Questions

Is house cleaning subject to sales tax?

In most US states, no. Several do tax residential cleaning services, including Texas, Ohio, Pennsylvania, New Jersey, Minnesota, Connecticut, Iowa and a few others, and commercial janitorial is taxed in a similar but not identical list. Check your state revenue department once; the invoice has a tax line you can set to 0.

Should I charge a cancellation fee?

Many cleaning businesses charge 50% for cancellations under 24 or 48 hours and the full price for a lock-out. State it in your agreement and add it as a line on the invoice when it applies.

How do I invoice recurring clients?

Either per visit (send after each clean, ideally charged to a card on file) or monthly (list every visit on one invoice, as the residential sample does). Monthly works best with auto-pay; otherwise per visit keeps balances small.

What should a move-out cleaning invoice include?

The unit address, the date, the services and add-ons, and a checklist of what was cleaned with anything excluded noted. Many tenants send it to the landlord with their deposit request, so it should read as a record, not just a bill.

Do I need to show hours on a flat-rate invoice?

Not required. Showing crew size and hours is optional reassurance; leave the columns blank if you prefer to keep pricing strictly flat-rate.