A cleaning service business can be a lucrative, fulfilling endeavor. But despite the fact that billing for cleaning services is how you actually get paid, it’s not necessarily something you’re looking forward to.
Invoicing for cleaning services can be time-consuming and complex, and you’d rather focus on serving more clients or catching your breath between jobs. That’s why we’ve created this quick guide on how to write an invoice for cleaning services.
Discover the essential components of any cleaning service invoice below along with some best practices on how to bill for cleaning services in general. You’ll also get a cleaning service invoice template free. But if you really want to streamline the process and save as much time as possible while getting paid faster, you need InvoiceSherpa.
Our AR automation software allows you to effortlessly generate custom invoices for all your customers, and you can even set up recurring billing for repeat business. This creates a better experience for your clients, too, reducing churn and helping you grow the company.
Find out firsthand what a difference our billing automation system can make in your business today. With a 14-day free trial, you’ve got nothing to learn! Otherwise, learn more about how to make an invoice for cleaning services below.
As you might have already started to realize, billing for cleaning services comes with a few unique challenges that other industries might not face. The same is true of landscaping invoices or lawn care billing. The issue? Not every cleaning job involves the same scope of work.
Your jobs will vary from one-time deep cleans to recurring maintenance. This creates a problem in standardizing your invoicing process. Yet, you can’t deal with the hassle of manually creating every single invoice. This is just not practical.
Clients may request custom services, and costs can fluctuate depending on the size of the job or any last-minute add-ons. That’s why it’s so important that you have a seamless billing procedure in place.
Otherwise, you’re risking confusion among your clientele, which can in turn cause disputes or late payments - or in some cases, nonpayment altogether. None of these are ideal outcomes.
Proper billing not only keeps your business running smoothly (avoiding the common cash flow problems), but it also reinforces professionalism and trust with your clients. This can help reduce churn while growing your business via word of mouth.
All of this is to say you shouldn’t take learning how to write an invoice for cleaning services lightly. So without any further ado, let’s dive into how to bill for cleaning services below!
All cleaning service invoices need a few basic pieces of information - including business details, client information, payment terms, and the service provided. We’ll cover all the essentials below so you can feel confident in how to write an invoice for cleaning services.
Your business name, address, phone number, and email address should be prominently displayed up top. This will make it easy for the client to get in touch if they have questions about anything.
This is also a good place to include your logo, as you shouldn’t overlook the role of branding in showcasing a certain level of professionalism for your business. This can serve as the basis of your invoice template.
Right below your business information you can input the client’s information - their full name, address, and any other relevant information, like a phone number of email address. This way you can rest assured the invoice is sent to the right person.
You need to assign a unique invoice number to each invoice you generate - this should be done automatically via your client management system.
The invoice number will help you track payments and organize your records efficiently. Hopefully you don’t have to deal with this, but if a dispute occurs, you’ll be able to reference the invoice number to get it rectified quickly.
Always date your invoice so the client knows when it was issued. You should also include your “due date,” as this will come into play should you need to charge the maximum invoice late fees by state.
Speaking of which, you should also specify the payment terms on the invoice. This will vary depending on the specific billing procedures you choose to use - be it due on receipt or net 30 (due within 30 days).
This is a good place to include your late fee notice on invoice so there are no surprises if you have to apply those fees after non-payment of the invoice in a timely manner.
Be as specific as possible in breaking down every service you provided to avoid misunderstanding.
Don’t just put “cleaning services.” Instead, you’d write something to the effect of “deep cleaning for office space - 5,000 square feet," or "window cleaning for residential property."
The more detailed you are, the easier it is for the client to understand exactly what they’re paying for. In turn, you’ll encounter fewer disputes and faster payments.
The corresponding cost should be written out next to each service. Again, your specific billing methods might vary from the next cleaning company. It’s up to you whether you charge a flat rate, hourly, or a monthly retainer.
Whatever the case, this pricing policy should be transparent from the start of every engagement you have with a client. If you performed more than one service, you should have more than one price on the invoice along with a total cost at the bottom (we’ll get to that in a moment).
Maybe you run incentives to get clients to pay early. Or, perhaps you’re using a promotion to bring in new customers and are offering a first-time discount. Or, maybe you have a loyalty program, where repeat business gets a better deal.
Whatever discounts apply to the specific invoice - if any - should go below the actual price of every single service. The same is true of extra fees, be it charges for travel or special equipment.
Add up all the costs, including any discounts or fees, to arrive at the total amount due. Make this number clear and easy to locate, often in bold or a larger font.
Towards the bottom of the invoice you can provide verbiage about the payment methods you accept and how payment can be made in general.
Our advice is to offer as many payment methods as possible. The less friction involved in getting a client to pay, the less time you’ll spend chasing down payments. The more you can offer, the better - bank transfer, credit card, check, or payment apps are all great options.
The invoice should end on a positive note, like a polite thank-you - ideally, personalized to the client at hand. This will go a long way in building a relationship with them and generating repeat business along with positive word of mouth.
Better yet, leave the customer with a reminder that you offer discounts on future services - or at the very least, a reminder to book their next appointment to keep their space neat and tidy.
If you’d rather save yourself the hassle of creating your own cleaning invoice format, you’re in luck. We’ve put together this cleaning service invoice template free for you to use below!
You can simply replace the fake business details in this cleaning service invoice template with your own, and automate the process of pulling in client details and pricing information. We’ll share some more tips on how to bill for cleaning services in general below.
Given the role your billing process plays in client relations and cash flow management, here are some best practices to make sure you’re accounting for in your business.
Whether it’s standard cleaning, deep cleaning add-ons, or specialized services like carpet or window cleaning, make sure each service is clearly listed with its corresponding cost. Clients appreciate clarity, and this will help reduce confusion and disputes while building trust.
Always lay out your payment policies from the start of any new relationship with a client. Yes, this information should be on your cleaning service invoice template - but it should also be verbally communicated.
Clearly state when payment is due and what methods you accept - be it credit card, bank transfer, or payment through a customer portal. Include your late payment policies as well, such as fees or interest.
We highly encourage you learn how to set up recurring payments if it makes sense for your specific cleaning service.
Clients who book services on a regular basis, such as weekly or monthly cleaning, will enjoy a far more seamless experience if they only have to authorize payment once. Then, you can simply bill their card (with their permission, of course) after each subsequent service.
This won’t just be a better experience for the client, but also for you. This is why it’s a common accounts receivable automation use case, and one we can facilitate for you here at InvoiceSherpa.
Even if you follow all our advice on how to get invoices paid faster, you’ll still encounter clients who aren’t as quick on settling payment as you’d like.
You need to have a process in place to send out an overdue invoice reminder email automatically. Or, maybe you want to send reminders directly to the customer's cell phone via SMS.
Either way, this will free up valuable time so you can stay focused on what you do best rather than chasing payments down manually. An automated invoicing system like InvoiceSherpa helps with this.
Given why cash is important to a business, it’s worth looking for ways to enhance cash flow. Bundling services is one of the best methods.
For example, you can offer a package that includes standard cleaning, carpet cleaning, and window cleaning at a discounted rate like we broke down in our cleaning service invoice template above.
No matter the scale of your business, there is one final piece of advice we want to offer on how to bill for cleaning services: learn how to automate accounts receivable altogether with InvoiceSherpa!
You can effortlessly reap the AR automation benefits with our solution, which is designed to help you get paid faster, reduce human errors, and save you time associated with manual AR processes.
You can sync with your accounting software and payment processors to provide your clients a seamless payment experience. They’re given their very own payment portal and can settle bills in a variety of ways. Better yet, you can set up recurring payments if applicable to your service! Every time a client pays, accounts receivable reconciliation occurs automatically.
Meanwhile, you’ll enjoy unparalleled clarity into your company’s finances with a dashboard to monitor and improve cash flow. From forecasting accounts receivable to automating reminders, there is so much you can do with InvoiceSherpa.
Don’t stress about the accounts receivable automation solution costs, either. It’s just $49 a month to get started after the free trial, which pales in comparison to AR management services.
You don’t have to just take our word for it when we tell you it’s the best accounts receivable automation software, try it yourself free for 14 days and discover firsthand how much easier it make your cleaning service invoicing process!
Understanding how to make an invoice for cleaning services is an essential part of running your business, even if it’s not the most exciting or fulfilling aspect of running the company.
Now that you know how to write an invoice for cleaning services you can maintain professionalism and ensure prompt payment for all your bills. We hope this guide on how to bill for cleaning services helps you get paid faster while saving time and growing the company.
Find more small business accounting tips and accounts receivable automation best practices in our blog like what is AR automation software, how to send an unpaid invoice to collections, demand letter for payment, how to find accounts receivable, unbilled AR, and other accounts receivable challenges and how automation can help.
Or, take control of your invoicing and harness the power of InvoiceSherpa today. It takes just a few clicks to simplify your billing process for good and create a more seamless service for your customers. Start your free trial now!
Posted on October 3, 2024
