FacilityCare IQCleaning invoice template
A commercial cleaning invoice has one job: let the client's accounts team match it to a building and a month, and pay it without an email back. This template is laid out for that: one invoice per site and period, a line for the contract and a line for each extra, the tax line where your country needs one, and your payment details at the bottom.
One page, A4 or Letter. Fill it in by hand or in any PDF editor.
The template
INVOICE
| Description | Qty | Rate | Amount |
|---|---|---|---|
What a cleaning invoice needs, field by field
The fields below are what clients and their accounts teams look for. Requirements differ by country and state, so treat this as the checklist, not legal advice.
- Your details
- Business name, address, phone or email, and the tax or business number your country requires on invoices.
- Bill to
- The client's legal name and billing address, which is often not the building you clean. Ask who receives invoices: a property manager, head office or an accounts payable inbox.
- Invoice number and dates
- A unique number that follows the last one, the issue date and the due date. Never reuse a number, even after a void.
- Site and service period
- Which building and which dates. One invoice per site per month is the easiest for a property manager to approve.
- Lines
- On a monthly contract, one line for the month at the agreed rate. On a per-visit or hourly rate, one line per visit with its date. Extras such as a carpet clean or a window round get their own line with the date they were done.
- Tax
- Sales tax, VAT or GST only where it applies to you. See the note below.
- Payment terms
- When it is due: on receipt, or 15 or 30 days from the invoice date. Match what your contract says.
- How to pay
- Bank details or other payment instructions, and the invoice number as the payment reference so the money can be matched.
- Notes
- A purchase order number if the client uses one, or anything the accounts team asked you to include.
About the tax line
Whether you charge sales tax, VAT or GST on cleaning, and at what rate, depends on where you work and whether you are registered. In the US it varies by state; in the UK, Australia and the EU it depends on your registration. The template leaves the rate blank on purpose. Ask your accountant or tax office before you fill it in.
How FacilityCare IQ drafts this invoice for you
Each site has its contract rate: monthly, weekly, daily, per visit or hourly.
On the 1st, last month's invoice for each running site is drafted from the visits your crew finished. A monthly rate is one line for the month; per-visit and hourly rates get one line per visit, with the hours worked on hourly sites. A visit is never billed twice.
Invoices are numbered in sequence (INV-00001, INV-00002, and so on), with payment terms from due on receipt to 90 days.
You check the draft and send it by email with the PDF attached, in your client's language, with your payment instructions. When the money arrives, you mark it paid.
What it does not do: FacilityCare IQ adds sales tax, VAT or GST at the rate you set, but it does not work out which rate applies to you, does not take card payments online, and is not accounting software.
Cleaning invoice questions
What should a cleaning invoice include?
Your business details, the client's billing name and address, a unique invoice number, the issue and due dates, the site and service period, one line per month or per visit with the rate, any extras on their own lines, tax where it applies, the total, payment terms and how to pay.
Should I invoice cleaning clients monthly or per visit?
Match the contract. A fixed monthly price is one line for the month, which is what most commercial clients prefer. A per-visit or hourly contract is billed visit by visit, which shows exactly which nights were worked. Extras always go on their own line with the date.
Do I have to charge sales tax on cleaning services?
It depends on where you work and on your registration: in the US some states tax commercial cleaning and others do not, and VAT or GST rules depend on your country. Ask your accountant. Once you know the rate, set it in FacilityCare IQ and every invoice adds it; a customer who is exempt can be set to no tax.
Is this cleaning invoice template free?
Yes. Download the PDF, print it or fill it in with any PDF editor, and use it as often as you like. No signup.
Related pages
Stop filling it in by hand
FacilityCare IQ drafts every site's invoice from the schedule on the 1st. Free for your first 2 buildings.