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Free Cleaning Invoice Template for Commercial and Office Cleaning
Cleaning invoice template for offices, janitorial contracts and commercial sites, set up with a sample month of visits. Change the lines below to match your contract, then send it to your client. The guide under the form covers each field, recurring contracts and how to bill supplies.
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US Letter size, with labor, parts and taxable items already laid out. No email needed.
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What does a filled-in cleaning invoice look like? An example
This is an example, and its prices are illustrative. A two-person crew cleans a small office suite three evenings a week under a per-visit agreement. This month the invoice covers 13 visits, a supplies restock and a one-time floor job the office manager approved by email.
| Description | Qty | Price | Amount |
|---|---|---|---|
| Office cleaning, Mon/Wed/Fri, 13 visits in service period | 13 | $140.00 | $1,820.00 |
| Restroom supplies restocked (paper, soap, liners) | 1 | $96.00 | $96.00 |
| Lobby floor strip and wax, one-time add-on | 1 | $340.00 | $340.00 |
| Total due | $2,256.00 | ||
- The service period, such as Nov 1 to Nov 30, goes next to the invoice date. The client then knows exactly which visits are covered.
- The floor job sits on its own line because it falls outside the contract. A separate line also makes it easy to find if the client asks who approved it.
- The tax rate stays at 0 in this example. Whether cleaning services are taxed varies by state, so check your state and enter your own rate if one applies.
Prices are illustrative. Use your own rates.
What should a cleaning invoice template include?
A cleaning invoice template should include your business details, the client's billing contact, the site address, the service period, each service as a line item, supplies, sales tax if it applies, and payment terms. Commercial clients also look for a contract or PO number. Without one, many accounts payable teams cannot match the bill to anything.
- Your business details
- Legal or trade name, address, phone and email. Add your EIN if the client's accounts team asks for it.
- Invoice number and date
- Use a running number that never repeats, so a client can quote it when they pay.
- Bill-to contact
- The person or department that pays. This is often a property manager or head office, not the site you clean.
- Service location
- List the site address separately from the billing address. If you clean several sites for one client, name each one.
- Service period
- Give start and end dates, not just a month name. It settles most questions about which visits a bill covers.
- Contract or PO number
- Copy this from the agreement or purchase order. Larger clients often will not approve a bill without it.
- Line items
- Visits, flat monthly fee, add-on work and supplies each get their own line, with quantity and rate.
- Sales tax
- Show it as a separate line if your state taxes the service or the supplies. Rules vary, so check your state.
- Payment terms
- State a due date such as net 30, plus the ways you accept payment: ACH, check or card.
How do you bill a recurring cleaning contract?
Most recurring cleaning contracts are billed as a flat monthly fee or per visit, sent at the same point every month. Flat fees keep the amount steady. Per-visit billing tracks the actual work more closely, but the total moves from month to month.
- Flat monthly fee
- Work out a year of visits and divide by 12. Three visits a week is 156 visits a year, or 13 a month on average. The client pays the same amount even in a month with extra visit days.
- Per visit
- Multiply the visits actually done by the agreed rate. Quantity on the invoice should match your visit log, so keep one.
- Billed by square foot
- Some contracts set a rate per square foot per month. Show the square footage and rate on the line, so a change in occupied space is easy to reprice.
- Day porter or hourly cover
- Bill hours times rate and name the dates. Attach sign-in sheets if the client asks to see them.
- Supplies
- Decide up front whether supplies are included, billed at cost or billed with a markup. If the client pays for them, use a separate line for each restock.
How do you fill in a cleaning invoice template?
Fill in a cleaning invoice template from the top down, using your contract and your visit log as the source. Set up the fixed fields once, then change only the period, the quantities and any extras each month.
- 1
Enter your business details and the client's billing contact once, then reuse them for that account.
- 2
Add the site address, the contract or PO number and the service period.
- 3
Enter the contract line as a flat fee, or as visits multiplied by your rate.
- 4
Add a separate line for each extra job and each supplies restock.
- 5
Apply sales tax if your state requires it, then set the due date and payment methods.
- 6
Save a copy under the client and month, then send it to the billing contact on the same day each month.
Stop rebuilding this invoice for every job
Create a free account to save your customers and line items, email invoices from your phone or computer, and see what's been paid.
What cleaning invoice mistakes cost you money?
The costly mistakes are usually small omissions that delay approval or give away work. Unbilled extras and missing PO numbers cost more than most cleaners expect. Each of these is easy to fix in the template.
- Sending it to the site, not accounts
- An office manager may sit on a bill they cannot approve. Confirm the billing contact when the contract starts.
- Leaving out the PO number
- A rejected invoice restarts the payment clock. If your net 30 starts again, you wait twice as long.
- Absorbing one-off requests
- Carpet spot cleaning after an event or an extra restroom clean is easy to do and forget. Log it and add a line.
- Not crediting missed visits clearly
- If a visit was skipped for a holiday closure, show a credit line. A silent change makes the client question the whole bill.
- Letting the rate go stale
- Put the agreed rate and any annual review date in the contract, and update the template the month a new rate starts.
Cleaning invoice FAQ
How do you write an invoice for cleaning services rendered?
Name the service, the site and the dates it was done, then show the quantity, rate and amount for each line. Finish with the total, the due date and how to pay. For contract work, add the service period and PO number.
Should I invoice commercial cleaning clients before or after the work?
Either works if the contract says so. Many cleaners bill flat monthly fees at the start of the month and per-visit work at the end. Pick one and keep the date the same so the client's payment run can plan for it.
Can I charge for cleaning supplies on an invoice?
Yes, if your agreement allows it. List them on a separate line from labor, and say whether the amount is cost or includes a markup. Sales tax on supplies can differ from tax on services, so check your state.
Do I need to give a commercial client a W-9?
Clients often request a W-9 before they pay a new vendor, so keep one ready. For payments made in 2026, the 1099-NEC reporting threshold rose from $600 to $2,000. Payments made in 2025 still used $600. Confirm how this applies to you with a tax pro.
How do I show a cleaning quote on the invoice?
Copy the scope and rate from your signed quote into the line items, and put the quote number in the notes. Anything outside that scope goes on a separate line. The client can then compare the two documents in seconds.
What payment terms work for office cleaning contracts?
Net 15 and net 30 are both common for business clients. Write the actual due date on the invoice as well as the term. ACH and check are usual for accounts teams, and some clients will pay by card.