Cleaning Invoice Template

What a Cleaning Invoice Should Include

Put your legal business name and full mailing address at the top. Commercial clients often need a vendor name that matches your insurance certificate exactly.

List a direct phone and billing email. Facility managers route unpaid invoices through AP software, and a missing contact slows payment.

Assign a unique invoice number on every ticket. Many accounts reconcile on that number alone, so do not reuse numbers across jobs.

Show the service window, not just the invoice date. Night crews clean Sunday through Thursday while the build trades sleep. State the covered nights on the invoice.

Bill to block needs the client legal name, property address, and suite or floor when you serve multiple tenants in one tower. Line items should map to the scope in your proposal. Separate nightly janitorial from periodic carpet extraction, floor strip and wax, and high dusting.

Restroom service lines often include labor plus consumables. Note whether paper and soap are included or billed as pass through.

Square footage or fixture counts belong in the description when the contract is priced per foot. Example: Mop and vacuum 12,000 sq ft nightly. Extras such as post event cleanup or COVID response should appear as their own lines with the date performed, not buried inside a flat monthly fee.

Tax depends on state rules on cleaning labor. If you collect sales tax, show the rate and tax ID when your state requires it on the face of the invoice. Payment terms state due date and any late fee.

Purchase order numbers belong near the invoice header when the client issued a PO. Many portals reject tickets without it.

Attach nothing to this web form; print or save PDF and send through the client portal. The tool does not store copies for you.

Keep a matching work order or checklist on your side for disputes. The invoice is the bill, not the proof of service.

Review totals before you print. This template sums quantity times rate and applies your tax field only. It does not remember past invoices.

Certificate of insurance requests often need your GL policy number on the first invoice to a new facility manager. Day porter versus night janitorial should be separate contracts with separate invoice schedules so AP does not merge them. Floor machine rental on strip and wax weeks belongs on the invoice for that week only, not on every nightly ticket.

Green cleaning product surcharges belong on their own lines when the client requested certified products. Sales tax on supplies may differ from tax on labor in some cities. Split lines when your accountant requires it.

Signed service acknowledgements from the site contact reduce payment disputes on missed day claims. Electrostatic disinfecting surcharges during flu season should be dated on the line description. Window cleaning bundled with janitorial belongs on a second invoice or a clearly labeled line when billed separately.

Union sites may require certified payroll copies with the first invoice. Note that requirement in terms. Vacant space cleans list square footage in the description when priced per foot after tenant move out.

Kiln and oven hood degrease in kitchens belongs on periodic invoices, not the nightly janitorial base unless the contract says so. Recycling diversion reporting for LEED buildings can reference weight tickets in your internal files while the invoice shows the service fee only.